Irrigation Division Administrator

IRRIGATION DIVISION ADMINISTRATOR

Position Overview

The Irrigation Division Administrator serves as the operational backbone of the Irrigation Department. This role ensures seamless coordination between field technicians, management, clients, vendors, and internal departments. This is a high-accountability operations role that directly impacts billing accuracy, client satisfaction, technician support, collections, and divisional profitability.

Key Responsibilities

• Process daily technician timesheets in a database for accuracy and job coding.
• Submit weekly Hours Spreadsheet to leadership.
• Convert field tickets into associated Work Orders for proper coding and billing.
• Process Irrigation System Check Notes to generate monthly client reports and repair proposals.
• Set up new jobs and non-contract irrigation clients in our database.
• Process client approvals in our database to generate repair tickets for scheduling.
• Invoice completed Work Orders accurately and timely.
• Generate proposals from client or management requests and send to clients for approval.
• Track approvals and ensure proper documentation.
• Assist with collections follow-up when requested.
• Generate Purchase Orders for technician receipts and divisional purchases.
• Assist with ordering specialty parts when needed.
• Assist with technician scheduling as needed.
• Answer Irrigation Division phone calls professionally.
• Serve as liaison between technicians and HR (uniforms, PTO processing, etc.).
• Participate in and help lead weekly Irrigation Division Meetings.
• Attend company Administrative Meetings as the Irrigation liaison.
• Assist in technician interviews and onboarding process.
• Provide operational coverage for the Division Manager during absences.
• Maintain vendor and manufacturer representative relationships.

Performance Expectations

• Maintain accurate and timely billing cycles.• Reduce billing errors and delays.• Ensure proposals are sent within 24-48 hours of request.• Support divisional profitability through organized job tracking.• Improve communication flow between field and office.• Demonstrate leadership presence during meetings.• Protect client relationships through responsiveness and professionalism.

Required Qualifications

• 3+ years administrative experience (service industry preferred).• Strong proficiency in Excel and administrative software systems.• Experience with work order systems (BOSS or similar preferred).• Exceptional attention to detail.• Ability to multitask and prioritize in a fast-paced environment.• Strong written and verbal communication skills.• Professional discretion with financial and HR matters.

Core Competencies

• Operational Organization• Financial Accuracy• Client Communication Excellence• Problem Solving• Accountability• Initiative & Ownership• Cross-Department Collaboration

Baker Commercial Landscaping is an Equal Opportunity Employer.