Office Manager

Office Manager

Almstead Tree and Shrub Care is a second-generation, family-owned arboriculture firm that has been offering environmentally conscious services the NY, NJ, and CT tri-state area since 1964. We are a TCIA accredited company that values our employee’s professional aspirations, career development, safety and quality of life.

We are looking for passionate professionals who want to enhance their career in tree care! We offer generous compensation, year-round work, paid time off, health and retirement benefits, inclusive company culture and so much more! If you are ready to enjoy going to work every day, come grow with us!

Job Description

The Office Manager will provide general management of the New Rochelle office, and administrative support to a high-volume sales team. Key responsibilities include maintaining office productivity, multitasking, strong communication skills, and professionalism in interactions with commercial and residential clients . The ideal candidate should have a history of organizational proficiency, multitasking, excellent communication, attention to detail, and experience in office management. This role offers an opportunity for those who enjoy managing office operations and supporting a high-volume sales team.

Responsibilities

• Train and supervise administrative staff
• Create detailed in-depth client specific proposals in conjunction with the sales arborists
• Handle information requests and e-mail correspondence, arrange conference calls, and schedule meetings.
• Customer service/inside sales: heavy phone work including outbound sales calls, lead generation, customer service support, and scheduling appointments
• Key account follow-up, accounts receivable follow-up, and collection calls
• Conduct biweekly A/R meetings and assist with collections process
• Maintaining multiple sales calendars, creating work orders, daily debriefing.
• Administration of customer database and files, payment processing
• Act as main point of contact between ownership and administrative staff
• Conduct weekly administrative staff meetings to determine allocation of resources
• Conduct periodic performance reviews of administrative staff
• Gather payroll information weekly for submittal to the Accounting department.
• Coordinate work to be scheduled for clients including notification and appointment scheduling.
• Enforce company policy and standards for customer service throughout the office
• Oversight of Plant Health Care department and backup to scheduling and daily client notifications; including running and review of reports; work order printing; contract approvals as needed; prepay processing as needed.
• Coordinate daily meeting with CEO to provide office update, relay customer concerns, close out daily billing, and review unapproved proposals
• Prepare monthly account invoicing and budgets for select commercial, municipal, and educational clients
• Prepare Daily/Weekly billing details for Central Park Contracts (including logs)
• Assist in the renewal of all applicable company licenses
• Maintain office supply inventory and oversee purchasing
• Assist with end of month close, as needed
• Provide additional administrative support to arborists and general office support
• Complete all tasks accurately and efficiently.
• Other duties as assigned

Requirements

• Minimum five years' experience in general office management and staff supervision.
• Service Industry experience preferred
• Prior experience creating proposals, reports and/or presentations highly preferred.
• Experience dealing with high-volume clientele, and providing exceptional customer service.

Skills/ Abilities

• Organizational Skills: Strong organizational skills to manage office operations effectively.
• Multi-Tasking: Ability to handle multiple tasks and prioritize effectively.
• Communication Skills: Excellent written and verbal communication skills.
• Client-Focused: A customer-centric approach and the ability to provide outstanding customer service.
• Professionalism: Maintain a high level of professionalism and courtesy in all interactions.
• Attention to Detail: Meticulous and detail-oriented in handling paperwork and data.
• Team Player: Collaborative and able to work well with colleagues at all levels.
• Experience: Previous experience in office management and administrative support is a plus.
• Computer Skills: Proficiency in office software and computer applications.
• High-Volume Environment: Ability to thrive in a high-volume work environment.
• Education: A relevant degree or certification in office management or a related field can be beneficial.

Benefits

We offer a competitive compensation package, $ 80,000 - $100,000 per year, medical and dental plans with employer contribution, 401K retirement savings plan, paid time off, and more!

Almstead Tree & Shrub Care Company, LLC provides equal employment opportunities to all employees and applicants for employment.

Almstead Tree and Shrub Care Co. is an Equal Opportunity Employer