Bilingual Administrative Assistant / Front Desk Coordinator - San Antonio

Steadfast Alliance•San Antonio, FL

3d•Onsite

About The Position

The Bilingual Administrative Assistant / Front Desk Coordinator supports daily office and landscaping operations for a company in San Antonio, Florida. The position serves as the first point of contact for customers, employees, vendors, and visitors, and provides administrative support in a fast-paced office. Fluency in English and Spanish is required for regular communication with Spanish-speaking employees, customers, and business partners. The role includes front-desk and customer-service duties, general office administration, and coordination support for landscaping crews and field personnel. The successful candidate is organized, dependable, professional, detail-oriented, and able to manage changing priorities while contributing to a collaborative team.

Requirements

Fluency in English and Spanish, with effective verbal and written communication skills in both languages.
Strong customer-service and professional communication skills.
Proficiency in Microsoft Office, including Outlook, Word, and Excel, or similar office software.
Comfort 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.

Nice To Haves

Previous administrative assistant, receptionist, or office coordination experience.
Experience in landscaping, lawn maintenance, construction, or another field-service company.
Experience coordinating employee schedules, service appointments, or field crews.
Familiarity with invoicing, estimates, work orders, or customer management software.
Experience communicating professionally with Spanish-speaking employees and customers.

Responsibilities

Serve as the first point of contact for incoming calls, emails, visitors, and customer inquiries.
Answer and direct phone calls in English and Spanish; greet visitors and respond to questions, take messages, and route requests.
Assist with scheduling appointments, meetings, and customer follow-ups, and maintain an organized front office.
Perform filing, data entry, document preparation, scanning, copying, and recordkeeping.
Manage incoming and outgoing mail, email, and other office correspondence.
Maintain accurate customer, employee, vendor, and job records, and organize physical and digital files.
Assist with preparing estimates, invoices, work orders, purchase orders, and other business documents.
Monitor office supplies and help order materials when needed.
Coordinate daily schedules for landscaping crews, supervisors, and field personnel.
Communicate job assignments, schedule changes, and updates to employees in English and Spanish.
Support the operations team with work orders, job documentation, service records, job-completion tracking, customer requests, and follow-up items.
Communicate with vendors and suppliers about deliveries, materials, and order status.
Help ensure accurate information-sharing among the office, field crews, management, and customers.
Assist management with special projects and other administrative tasks as assigned.
Prioritize competing responsibilities, handle confidential information professionally, and identify opportunities to improve office organization, communication, and efficiency.
Provide dependable support to the company with a positive, team-oriented attitude.