Irrigation Administrative Assistant

Job Description

Job Description

We are looking for an organized and proactive Irrigation Administrative Assistant to support daily operations for a busy team in Palmetto, Florida. This Long-term Contract position is well suited for someone who can keep schedules, paperwork, billing support, and field communication running smoothly in a fast-paced service environment. The role offers the opportunity to work closely with technicians, account managers, and customers while helping maintain accurate administrative and accounting records.

Responsibilities:
• Coordinate appointments for irrigation inspections, service visits, and technician assignments to keep field activity on track.
• Prepare and issue service documentation based on requests received from account management and operations staff.
• Provide administrative support for permits and related paperwork tied to installation and service projects.
• Set up sales orders for new jobs and communicate with builders, internal departments, and service teams to ensure accurate processing.
• Review completed job records, finalize documentation, and close orders so they are ready for invoicing.
• Enter invoices, work orders, and other operational data into QuickBooks and related systems with a high level of accuracy.
• Assist with employee time entry and job coding to support payroll and project tracking needs.
• Maintain records in multiple platforms during ongoing system implementation activities to ensure data consistency.
• Deliver general office and operational support in a high-volume environment, including communication with field personnel and customers.• Previous administrative experience in irrigation, construction, landscaping, field services, or another hands-on operations setting.
• Bilingual communication skills in English and Spanish are required.
• Familiarity with scheduling, dispatch coordination, permitting, or service administration.
• Experience using QuickBooks for invoice entry, work orders, or related accounting support is preferred.
• Background in accounts payable, accounts receivable, data entry, and invoice processing is strongly valued.
• Experience with timekeeping systems or workforce tracking tools is a plus.
• Strong organizational ability with the capacity to manage multiple tasks and deadlines effectively.
• Clear communication skills and a detail-oriented customer service approach when working with office staff, clients, and technicians.