Irrigation Operations Assistant

Irrigation Operations Assistant

Operations, Scheduling, Billing & Backflow Compliance

EXPERIENCE2+ years required | PRIMARY FOCUS Scheduling & billing | CUSTOMER CONTACT Inbound & outbound

Position Summary

The Irrigation Operations Assistant supports the daily administrative and operational needs of the Irrigation Division. This position coordinates service schedules, communicates with customers and field personnel, prepares completed work for billing, maintains required records, and submits backflow-prevention test results to the appropriate municipalities, water districts, and regulatory agencies.

The ideal candidate has practical knowledge of irrigation systems and terminology, strong scheduling and billing experience, excellent customer-service skills, and the confidence to make outbound sales and follow-up calls. This position requires someone who is organized, dependable, detail-oriented, and capable of managing multiple service requests and deadlines.

Essential Duties and Responsibilities

Scheduling and Operations

Schedule irrigation startups, inspections, repairs, backflow testing, winterizations, and other service appointments.Coordinate daily schedules with irrigation technicians, crew members, managers, customers, and other departments.Organize service routes to improve travel time and operational efficiency.Review service requests to ensure technicians have accurate property information, job details, customer concerns, and required materials.Monitor open work orders and follow up on incomplete or delayed services.Communicate scheduling changes, delays, and service updates to customers and field personnel.Assist with emergency service requests and maintain an accurate calendar of recurring services and required annual inspections.

Billing and Documentation

Review completed work orders, technician notes, labor hours, materials, photographs, and customer authorizations for accuracy.Confirm all required information is documented before submitting completed work for billing.Prepare invoices or billing documentation according to company procedures.Follow up with technicians and managers regarding missing, unclear, or incomplete work-order information.Maintain accurate customer, property, service, and billing records.Assist with resolving customer questions regarding invoices, completed work, and service charges.Track estimates, approvals, completed services, pending invoices, and outstanding documentation.Coordinate with accounting to ensure irrigation services are billed accurately and promptly.

Backflow Testing and Compliance

Schedule backflow-prevention inspections and testing appointments.Maintain records of testing dates, device information, customer information, due dates, and submission deadlines.Review completed backflow test reports for accuracy and completeness.Submit test results to the appropriate municipality, water district, utility provider, or regulatory agency.Confirm receipt or acceptance of submitted reports when required.Track rejected, incomplete, or overdue reports and coordinate necessary corrections.Maintain current knowledge of agency-specific forms, submission procedures, deadlines, and recordkeeping requirements.

Customer Service, Sales, and Outreach

Answer incoming calls and respond to questions regarding irrigation services, appointments, billing, and backflow-testing requirements.Make outbound and cold calls to prospective and existing customers to promote irrigation services.Contact customers to schedule seasonal startups, winterizations, inspections, repairs, and backflow testing.Follow up on open estimates, unscheduled work, previous service recommendations, and customer inquiries.Identify opportunities for additional services and communicate qualified leads to the appropriate manager or estimator.Explain company services professionally and clearly without making unauthorized guarantees or commitments.Document customer conversations, follow-up needs, and scheduling outcomes.

Administrative Support

Prepare reports regarding schedules, completed work, billing status, backflow-test submissions, sales calls, and outstanding items.Maintain organized electronic and paper records.Assist the Irrigation Manager with proposals, service agreements, material coordination, and operational reporting.Communicate regularly with technicians to ensure work orders and service documentation are completed correctly.Participate in department meetings, assist with seasonal planning, and perform other related duties as assigned.

Required Qualifications

High school diploma or equivalent.Minimum of two years of experience in irrigation scheduling, irrigation service coordination, and billing.Working knowledge of irrigation systems, components, terminology, maintenance, repairs, startups, winterizations, and backflow-prevention testing.Experience preparing service work for billing and reviewing work orders for accuracy.Experience submitting backflow test reports to municipalities, water districts, utilities, or other responsible agencies.Comfort and confidence making cold calls, sales follow-up calls, and customer-service calls.Strong written and verbal communication, organization, time-management, and problem-solving skills.Ability to prioritize multiple service requests, schedules, deadlines, and customer needs with a high level of accuracy.Proficiency with email, Microsoft Office, scheduling platforms, customer-management systems, and service or billing software.Ability to work independently while maintaining effective communication with management and field personnel.Valid driver's license and an insurable driving record if driving is required.

Preferred Qualifications

Three or more years of irrigation office, scheduling, billing, or operations experience.Experience working for a landscaping, irrigation, plumbing, construction, or field-service company.Familiarity with local backflow-prevention requirements and agency submission portals.Experience using LMN or similar field-service, estimating, scheduling, or job-costing software.Experience with customer-retention campaigns, lead follow-up, or service sales.Knowledge of irrigation parts, materials, labor requirements, and service pricing.Bilingual English and Spanish communication skills are beneficial but not required.

Knowledge, Skills, and Abilities

Knowledge of common irrigation systems and backflow-prevention devices.Ability to understand technician notes and translate completed fieldwork into accurate billing documentation.Ability to coordinate technicians, customers, routes, materials, and deadlines.Professional telephone presence and confidence when making outbound calls.Ability to handle customer concerns calmly and professionally.Ability to recognize incomplete documentation and obtain corrections before billing or submission.Ability to maintain confidentiality and work effectively during high-volume irrigation seasons.

Performance Expectations

Accurate and efficient irrigation scheduling.Timely preparation and submission of completed work for billing.Accurate and on-time submission of backflow test reports.Reduction of missing or incomplete work-order information.Responsive, professional communication with customers and field personnel.Completion and documentation of outbound calls and customer follow-ups.Conversion of service opportunities into scheduled work.Maintenance of accurate, complete, and organized records.

Work Environment

This position primarily works in an office environment but requires regular communication with field personnel, customers, municipalities, water districts, and regulatory agencies. Work volume may increase significantly during seasonal irrigation startups, backflow-testing periods, and winterizations. Occasional visits to job sites or agency offices may be required.

Equal Employment Opportunity

Baker Landscaping & Concrete is an equal opportunity employer. Employment decisions are made without regard to any legally protected characteristic and are based on qualifications, performance, business needs, and other lawful considerations.