Work Order Administrative Assistant (Spanish/English bilingual)

Gothic Landscape; Rancho Santa Margarita (CA); On-site; USD 39,000 - 41,000; Full time

Job summary

Gothic Landscape is seeking a Work Order Administrative Assistant (Spanish/English bilingual) to manage and track maintenance work orders from start to finish at our South Orange County site.

The ideal candidate will be highly organized, detail-oriented, and capable of independent work in a fast-paced environment. Bilingual English/Spanish is required to communicate with staff, vendors, and clients effectively.

Qualifications

• 2+ years of work order processing experience.
• Bilingual in Spanish and English required.
• Ability to work independently and meet deadlines.
• High attention to detail and strong organizational skills.
• Experience in landscape or related industries preferred.
• Proficient in MS Office, especially Excel.

Responsibilities

• Act as a main point of contact between requestors and maintenance teams from initiation to completion.
• Generate, review, and process incoming maintenance requests.
• Assign work orders to the appropriate teams based on urgency and resource availability.
• Monitor ongoing work orders daily, print document packets, and follow up on delayed or open tasks.
• Maintain accurate digital and physical records, close completed orders, and prepare data for billing or audits.
• Communicate effectively with staff and customers to report status updates, resolve discrepancies, and manage expectations.
• Enters purchase orders, enters receipts into accounting system, updates purchase orders & audits and correct material job costs & overhead purchases.
• Answers all incoming emails and calls to include work order inquiries.
• Provides general office tasks as needed such as: filing, mail distribution, data entry, etc.
• Handles/coordinates new employee on-boarding including completion of employee forms.
• May process weekly payroll processing (data entry, reviews & edits) to include data entry of time cards & weekly pay distribution.
• Other administrative responsibilities as required.

Skills

Bilingual (Spanish/English)

Organizational skills

Data entry

Payroll processing

Attention to detail

Education

High school diploma or associate degree

Tools

MS Office / Excel

Job description

Career Opportunities with Gothic Landscape

A great place to work.

Careers At Gothic Landscape

Current job opportunities are posted here as they become available.

Work Order Administrative Assistant (Spanish/English bilingual)

At Gothic Landscape, we are about delivering extraordinary customer service, building authentic relationships not only with our clients, but with our teams. With ingenuity, vision and dedication, we transform landscapes that become the places people play, work and live. As the largest family-owned and operated landscaping company in the nation, we never forget why we do what we do… and who makes it all possible. Together, we create something unique that keeps on growing year after year.

As a Work Order Administrative Assistant,(Spanish/English bilingual required)you will manage, create, prioritize, and track maintenance work orders to ensure timely completion and smooth cross-departmental communication. The ideal candidate will possess strong organization skills & is detail oriented with strong verbal and written interpersonal skills. Must be Bilingual in English and Spanish and able to work independently in a fast- paced environment to meet deadline sensitive tasks.

**This position will report directly to a customer site located in South Orange County.

Highlights of what our Work Order Administrative Assistant will include, but not limited to:

• Act as a main point of contact between requestors and maintenance teams with work orders from initiation to completion
• Generate, review, and process incoming maintenance requests
• Assign work orders to the appropriate teams based on urgency and resource availability
• Monitor ongoing work orders daily, print document packets, and follow up on delayed or open tasks
• Maintain accurate digital and physical records, close completed orders, and prepare data for billing or audits
• Communicate effectively with staff and customers to report status updates, resolve discrepancies, and manage expectations
• Enters purchase orders, enters receipts into accounting system, updates purchase orders & audits and correct material job costs & overhead purchases
• Answers all incoming emails and calls to include work order inquiries
• Provides general office tasks as needed such as: filing, mail distribution, data entry, etc.
• Handles/coordinates new employee on-boarding including completion of employee forms
• May process weekly payroll processing (data entry, reviews & edits) to include data entry of time cards & weekly pay distribution
• Other administrative responsibilities as required

Are you the right fit for this role?

Skills & experience that are necessary as an Office Administrator will include, but not limited to:

• 2 years+ of work order processing experience with hands-on experience in: work order processing, payroll processing, accounts payable, accounts receivable and purchase ordering is required
• Bilingual in Spanish and English is required
• Must be able to work independently and able to meet deadlines
• Required to have a high attention to detail, strong organizational skills and able to multi-task and meet routine deadlines
• Work order processing/administrative experience within the landscape or industry adjacent industries such as facilities management or commercial property operations is highly preferred
• Highly Proficient in MS Office - Specifically Excel
• High school diploma or an associate degree in a related field
• Strong organizational skills, high attention to detail, multi-tasking capabilities, and clear written and verbal communication

HOURLY RATE:

• $28.00 - $30.00 per hour specific compensation may vary based on overall skills, experience and location)

Here at Gothic Landscape, we believe that your success is our success. The only thing missing is YOU.

OUR EEO POLICY

We are committed to providing equal employment opportunities to all employees and applicants without regard to race (including traits historically associated with race, such as hair texture and protective hairstyles, including braids, locks, and twists), ethnicity, religion, color, sex (including childbirth, breast feeding, and related medical conditions), gender, gender identity or expression, uniform service member and veteran status, marital status, pregnancy, age, national origin, ancestry, citizenship status, disability, protected medical condition, genetic information, sexual orientation, or any other protected status in accordance with all applicable federal, state, and local laws.