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Job Type: Full-time
Pay: $24-$25/hr D.O.E.
Job Summary:
The Irrigation Administrator provides essential administrative and operational support to the Irrigation Service Coordinator to ensure the smooth execution of irrigation repairs, service calls, seasonal turn-ons/blowouts, and small installations. This role serves as the primary intake support for incoming service requests, handles routine client confirmations, processes completed work orders, and handles subsequent billing. By managing the heavy flow of paperwork and initial client communications, the Irrigation Administrator helps maintain accurate logs, maximize technician efficiency, and ensure timely invoicing.
Essential Duties:
- Service Intake & Triage: Receive incoming irrigation service requests via phone and email. Gather initial job details, triage the urgency of the request, and collect required documentation or signed contracts before passing them to the Coordinator for scheduling.
- Client Confirmation & Updates: Reach out to clients to confirm scheduled appointments, collect pre-service acknowledgments, and notify them of minor delays or schedule adjustments as directed by the Coordinator.
- Work Order Processing & Data Entry: Verify completed work orders and service tickets against field tech entries in Google Workspace apps (Sheets, Forms, Calendar). Ensure all technician notes, parts used, and hours spent are complete and accurate.
- Billing & Invoicing Support: Prepare and draft initial billing statements and invoices based on verified Job Progress Report (JPR) entries, passing them to the Coordinator or Business Manager for final approval.
- Technician Support: Help communicate basic job details, gate codes, or map locations to technicians. Assist the Coordinator in compiling and organizing startup or blowout folders in Google Drive. Update Technician schedules as needed, keeping Coordinator apprised of any changes.
- Service Log Maintenance: Keep client account notes, service histories, and communication logs accurate, organized, and up to date.
- Meeting Documentation: Attend weekly Irrigation Service Meetings and accurately document notes, tracking backlog items and action steps discussed by management.
- Recurring Business Support: Assist in sending out service agreements for recurring irrigation service contracts and evergreen accounts to existing clients.
- Time Tracking Reconciliation: Assist the Coordinator in cross-referencing technician timecards with completed daily work orders to ensure accurate labor tracking.
Seasonal Responsibilities
- Spring (Startup Season): Assist with the massive influx of incoming activation calls and emails. Pre-populate Google Calendar/Drive files with historical system data for technicians before they hit the field.
- Summer (Peak Repair Season): Handle routine status calls from anxious clients during high-heat breakages; process a high volume of completed repair tickets daily to keep the billing cycle moving fast.
- Fall (Winterization Season): Assist with the high-volume coordination of mass blowout scheduling; send out preparation checklists to clients (e.g., clear access to backflow devices, shutting off inside valves).
- Winter (Planning & Reconcile Season): Assist the Coordinator with digital file cleanup, updating client notes, auditing route data from the past season, and archiving closed work orders.
Safety
- Follow all OSHA regulations that pertain to your job.
- Report any work hazards to your lead, supervisor, or manager immediately.
- Use personal protective equipment (PPE) as needed for the activities that will be assigned to you.
- Participate in all safety protocols and procedures training that are relevant to your position.
- Report and document all work-related job injuries and accidents on the provided form.
- Attend and participate in annual safety training.
Knowledge / Skills / Abilities:
- Ability to embrace and meet our standards of Excellence – REI
Reliability
o Doing what we are expected to do
o Being honest and accountable for our actions
o Being on time and on task
o Always doing what we say we will
Effort
o Working hard and consistent
o Committed to doing our jobs extremely well
o Making great products
o Providing great service
Integrity
o Honesty and Transparency
o Communicating professionally and respectfully
o Acting in the best interest of others
o Choosing the right thing over the easy thing
- Organization & Detail Orientation: Exceptional capability to maintain order among hundreds of moving digital files, work orders, and client notes without losing accuracy.
- Communication Skills: Professional, clear, and empathetic phone and email etiquette, especially when dealing with clients experiencing active property leaks or irrigation emergencies.
- Software Proficiency: Skilled in Google Workspace (Calendar, Forms, Sheets, Drive) and Microsoft Office. Quick to learn proprietary scheduling or invoicing software.
- Cooperative Spirit: Ability to take direction well, working seamlessly as a support teammate to the Coordinator and field technicians.
- Self-Starter Mentality: Ability to independently manage repetitive administrative workflows and keep data clean without constant supervision.
Education / Experience:
- High school diploma or equivalent.
- Minimum of 3+ years of relevant experience in a heavy customer service or administrative role.
- Experience in a trade, construction, or landscape dispatch/service office environment is highly preferred.
Special Requirements/Certifications/Licenses: N/A
Physical and Environmental Requirements:
- May be required to lift up to 35 lbs.
- Hand-eye coordination and hand, arm, and finger mobility for detailed data entry and computer work.
- Active movement throughout the day: sitting, walking, standing, bending, reaching, etc.
- Vision: close vision, color vision, and ability to adjust focus for extended computer screen work.
- Hearing: able to satisfactorily communicate with customers, vendors, and staff members clearly over the telephone and in a bustling office setting.
- Exposure to moderate noise levels.
- Exposure to a fast-paced, high-volume environment during peak seasonal swings.
Additional or different duties may be assigned occasionally at the employer’s discretion.