Job Title: Maintenance Administrative Assistant
Reports to: Maintenance Team Manager/Maintenance Team Assistant Manager
Position Summary: Performs administrative tasks for the maintenance team including but not limited to client and vendor communications, scheduling, weekly reports and processes. Assist Account Managers during planting season. Maintain high quality standards consistent with the company mission statement and operating practices.
- Company vehicle not provided.
- Snow Removal is not required.
Essential Duties and Responsibilities
Administrative
- Prepares and tracks work orders, invoicing and billing in a timely manner.
- Scheduling support for all maintenance services to include but not limited to sprinkler activations, deactivations, repairs; spring, mid season and fall clean-ups, holiday lighting, chemical spraying, aerations, fertilizing, bed-care, annual flower plantings, weeding, snow removal, winter watering, off season litter/debris control, etc.
- Support in preparing small tools spreadsheet, allocation and inventory for all maintenance crews for pre and post season.
- Post hours for hourly employees in Contractor system.
- Assist in preparing and tracking of Maintenance contracts for residential and commercial clients.
- Assists with preparation & coordination for Spring and Fall flyers mailing process.
- Prepares mowing books, bed care books and schedules from contracts specs onto spreadsheet.
- Assists preparing and mailing contracts for snow-removal clients.
- Respond to internal questions timely.
Customer Service
- Communicates with clients via telephone/email in a professional and timely manner to confirm schedules, respond to client complaints and/or concerns related with maintenance services including follow-up.
- Answering phones as back up for receptionist.
Accounting
- Processing Work Orders for invoicing.
*Spanish speaking applications only, all other applications will not be considered!
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