Bilingual Administrative Assistant / Front Desk Coordinator

Steadfast Alliance•San Antonio, FL

14h•Onsite

About The Position

We are seeking a highly organized, dependable, and customer-focused Bilingual Administrative Assistant / Front Desk Coordinator for a fast-paced landscaping company in San Antonio, Florida. This position serves as the first point of contact for customers, employees, vendors, and visitors while providing administrative support for daily operations. Fluency in English and Spanish is required to communicate regularly with Spanish-speaking employees, customers, and business partners. The role is based in the company’s San Antonio office and involves regular interaction with management, field crews, customers, vendors, and suppliers. It requires working in a busy office where schedules and priorities may change throughout the day. The ideal candidate enjoys keeping an office organized, helping customers, and supporting a team; communicates clearly, takes initiative, follows through, and remains calm and productive when priorities change.

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 professionally in English and Spanish; greet customers, vendors, and visitors.
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.
Perform general office duties, including 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; organize digital and physical files.
Assist with preparing estimates, invoices, work orders, purchase orders, and other business documents.
Monitor office supplies and assist with ordering materials when necessary.
Coordinate daily schedules for landscaping crews, supervisors, and field personnel.
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.
Ensure information is shared accurately between the office, field crews, management, and customers.
Assist management with special projects and administrative tasks as assigned.
Prioritize competing responsibilities in a fast-paced environment and handle confidential information professionally.
Identify opportunities to improve organization, communication, and office efficiency.
Provide dependable support to the company with a positive, team-oriented attitude.