Bilingual (English/Spanish) Administrative Assistant

Employment Type: FULL_TIMEFull Time

The Opportunity

Designscapes Colorado seeks a Maintenance Team Administrative Assistant to support our maintenance team operations. You will perform administrative tasks including, but not limited to client and vendor communications, scheduling, weekly reports and processes. You will also be responsible for assisting account managers during planting season and maintain high quality standards consistent with the company mission statement and operating practices. 
  • Bilingual (English/Spanish) required.

Responsibilities

Administrative
  • Answers the phone, responds to emails and voicemails as a top priority. All client communication must be responded to within the same day.
  • Dispatches irrigation technicians and coordinates with clients daily.
  • Coordinate daily irrigation meetings with Operations Manager and irrigation technicians.
  • Assists in preparing and tracking of maintenance contracts or residential and commercial clients.
  • Prepares mowing books, bed care books and schedules from contract specs onto spreadsheet.
  • Assist Maintenance Team Office Manager in preparing work orders for Irrigation Techs daily. 
  • Assists preparing and mailing contracts for snow-removal clients.
  • Respond to internal questions timely.
  • Apply for Tax Exempt Certificates and notify vendors.
  • Support Human Resources by distributing/collecting necessary forms within the established deadlines.
Customer Service
  • Communicates with clients via telephone and email in a professional and timely manner to confirm schedules, respond to client complaints and/or concerns related with maintenance services including follow-up.
  • Serve as a back-up to the Receptionist by answering phones during lunch and/or breaks.
Human Resources
  • Works with the Human Resources Manager to accurately translate forms into Spanish.
  • Assists with interviewing Spanish speaking candidates. 
  • Coordinates with Human Resources Manager with Spanish speaking new hires with their orientation and safety training.
  • Serve as a member of the H-2B and Permanent Resident committee.
  • Assist in the onboarding process for the seasonal H-2B employees to include completing the required paperwork, auditing documentation, provide safety training and communicating pertinent information upon their arrival.
  • Assist Human Resources with the Permanent Resident Program in identifying nominees.
Snow Removal (Winter only)
  • Assists with obtaining all snow logs/timesheets for snow removal and inputs hours for all teams after hours are verified.

Qualifications

Education and experience
  • High school diploma.
  • Landscape experience is a plus.
Specialized knowledge, skill and abilities
  • Proficient in Microsoft Outlook, Word and Excel.
  • Highly organized with ability to multi-task in a fast-paced environment.
  • Bilingual (English/Spanish) required.
  • Accounting background helpful
Competencies
  • Excellent communication and interpersonal skills.
  • Displays a positive outlook and is courteous to others.
  • Professional in appearance and presentation.
  • Strong problem-solving skills.
  • Strong attention to detail.
  • Demonstrates a high level of initiative to improve efficiencies. 
  • Builds a strong sense of teamwork with coworkers.
  • Takes pride in the work performed.
  • Accepts the initiative to take on additional work if necessary.
  • Shows integrity and consistency in all aspects of performing the job.
  • Develop and maintain open, two-way communication with all team members.
  • Attends and actively participates in all necessary meetings.

Physical Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
Physical Activity Rarely Occasionally Frequently Constantly
Balancing     X  
Bending   X    
Carrying   X    
Climbing X      
Crawling X      
Crouching   X    
Eye/Hand/Foot Coordination       X
Hearing       X
Lifting (# of lbs.)     10 lbs.  
Pulling X      
Pushing   X    
Kneeling   X    
Reaching     X  
Repetitive Motions     X  
Stooping   X    
Standing     X  
Talking     X  
Walking     X  
Sitting     X  
Working Outside   X    


































Travel Requirements
  • Type of Travel: Only when needed
  • Percent of travel: 1%
Driver's License Requirements
  • Valid Driver's License
  • Reason for Driver's License: Drive company vehicles when needed. 

Work Environment: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
  Not Applicable Rarely Occasionally Frequently Constantly
Extreme cold X X Seasonal    
Extreme heat X X   X  
Temperature changes     X    
Humidity          
Wet X        
Noise       X  
Vibration   X      
Hazards X        


The work hours are 40 (Forty) hours per week, 7:00 am to 4:00 pm Monday through Friday with a 1 (one) hour lunch break per day. Must be flexible with availability depending on work load and deadlines, some overtime and Saturday work might be required.
 

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