Maintenance Administrative Assistant

Employment Type: FULL_TIMEFull Time

The Opportunity

Designscapes Colorado seeks a Maintenance Administrative Assistant to support our maintenance team operations. The ideal candidate will be responsible for client and vendor communications, scheduling and other administrative tasks. Bilingual (English/Spanish) is preferred, but not required.


  • Manage work orders, invoices, billing, Driver Inspection Report (DIR) logs, Tax Exempt Certificates, contracts for residential and commercial maintenance clients, and inputting production hours for hourly employees.
  • Coordinate crews to perform maintenance services including: sprinkler activations, winterizations, and repairs; seasonal yard clean-ups, holiday lighting, chemical sprays, aerations, fertilizing, bedcare, annual flower installations, weeding, snow removal, winter watering, off season litter/debris control, etc.
  • Prepare and edit small tools, allocation and inventory spreadsheets. 
Customer Service
  • Maintain open lines of communication with clients in a professional manner via telephone and email to confirm appointments, address client concerns and follow-up after work is performed.
  • Partner with Account Managers to prepare maintenance proposals.
  • Provide accounting support by processing Work Orders, approving/coding vendor invoices, and troubleshooting billing issues.
Annual Flower Coordination
  • Manage the purchasing and receiving of annuals, plants and other materials (soil, fertilizer, rabbit scam, etc.) during planting season. 
  • Ensure proper maintenance of plants and materials until scheduled planting days. 
Snow Removal (Winter only)
  • Obtain and input snow removal timesheets for all teams. 


Education and experience
  • High school diploma
Specialized knowledge, skill and abilities
  • Proficient in Microsoft Outlook, Word and Excel
  • Must have strong verbal and written communication skills.
  • Must be highly organized with the ability to handle and prioritize multiple tasks at once.
  • Experience in Accounting is helpful.
  • Strong problem solving skills.
  • Strong attention to detail.
  • Demonstrates a high level of initiative to improve efficiencies. 
  • A collaborative team player.
  • Takes pride in the work performed.
  • 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 Frequently Occasionally Never
Lifting  50-75 lbs    
Carrying X    
Bending X    
Climbing   X  
Pushing X    
Kneeling X    
Stooping X    
Standing X    
Walking X    
Sitting X    
Working Outside   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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