Bilingual Administrative Assistant / Front Desk Coordinator

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Position Description

Job Title: Bilingual Administrative Assistant / Front Desk Coordinator

Location: San Antonio, Florida
Job Type: Full-Time
Industry: Landscaping / Construction
Language Requirement: Fluent in English and Spanish

About the Position

We are seeking a highly organized, dependable, and customer-focused Bilingual Administrative Assistant / Front Desk Coordinator to join our fast-paced landscaping company in San Antonio, FL.

The ideal candidate is professional, detail-oriented, and comfortable managing multiple tasks in a busy office environment. This position serves as the first point of contact for customers, employees, vendors, and visitors while providing essential administrative support to keep daily operations running smoothly.

Fluency in both English and Spanish is required, as the successful candidate will communicate regularly with Spanish-speaking employees, customers, and business partners.

Key Responsibilities

Front Desk & Customer Service

• Serve as the first point of contact for incoming phone calls, emails, visitors, and customer inquiries.
• Answer and direct phone calls professionally in both English and Spanish.
• Greet customers, vendors, and visitors in a friendly and professional manner.
• Respond to customer questions, take messages, and direct requests to the appropriate team members.
• Assist with scheduling appointments, meetings, and customer follow-ups.
• Maintain a professional, organized, and welcoming front office.

Administrative Support

• Perform general office duties, including filing, data entry, document preparation, scanning, copying, and recordkeeping.
• Manage incoming and outgoing mail, emails, and other office correspondence.
• Maintain accurate customer, employee, vendor, and job records.
• Assist with preparing estimates, invoices, work orders, purchase orders, and other business documents as needed.
• Organize digital and physical files to ensure information is accurate and easily accessible.
• Monitor office supplies and assist with ordering materials when necessary.

Landscaping Operations Support

• Assist with coordinating daily schedules for landscaping crews, supervisors, and field personnel.
• Help communicate job assignments, schedule changes, and important updates to employees in English and Spanish.
• Support the operations team with work orders, job documentation, and service records.
• Assist with tracking job completion, customer requests, and follow-up items.
• Communicate with vendors and suppliers regarding deliveries, materials, and order status.
• Help ensure information is shared accurately between the office, field crews, management, and customers.

General Office & Team Support

• Assist management with special projects and administrative tasks as assigned.
• Prioritize competing responsibilities in a fast-paced environment.
• Handle confidential company, employee, and customer information professionally.
• Identify opportunities to improve organization, communication, and office efficiency.
• Maintain a positive, team-oriented attitude and provide dependable support to the entire company.

Qualifications & Requirements

Fluent in both English and Spanish, with the ability to communicate effectively verbally and in writing in both languages.

• Previous administrative assistant, receptionist, or office coordination experience preferred.
• Strong customer service and professional communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel, or similar office software.
• Comfortable using computers, email, digital calendars, and data entry systems.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Reliable, punctual, professional, and self-motivated.
• Ability to work independently while contributing to a collaborative team.
• Willingness to learn landscaping terminology, company procedures, and scheduling processes.

Preferred Qualifications

• Experience working for a landscaping, lawn maintenance, construction, or other field-service company.
• Experience coordinating employee schedules, service appointments, or field crews.
• Familiarity with invoicing, estimates, work orders, or customer management software.
• Experience communicating with Spanish-speaking employees and customers in a professional setting.

Competitive Compensation & Benefits

• 401(k) w/ company match
• Health insurance w/ employer contribution
• Dental, Vision, and Ancillary insurance
• Disability Insurance
• Life insurance
• Paid time off & Paid Holidays

Ideal Candidate

The ideal candidate is someone who enjoys keeping an office organized, helping customers, and supporting a hardworking team. They are proactive, adaptable, and able to stay calm and productive when priorities change throughout the day.

We are looking for someone who takes initiative, communicates clearly, follows through on responsibilities, and understands the importance of accuracy, reliability, and teamwork in a growing landscaping business.

Work Environment

This position is based in our San Antonio, Florida office and involves regular interaction with management, field crews, customers, vendors, and suppliers. The role requires working in a busy office where schedules and priorities may change throughout the day.

How to Apply

Interested candidates should submit a resume highlighting their administrative experience, customer service skills, computer proficiency, and English and Spanish language abilities.

We are looking for a dependable team player who is ready to make a positive impact and help our company continue to grow.