Executive Office Manager

Executive 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.

Job Description

The Executive Office Manager will provide general management of the New Rochelle office, and administrative support to 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 meetings 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 5 years' experience in office management supervising a staff of 5 or more.
• Service industry experience preferred.
• Prior experience creating proposals, reports and/or presentations required.
• Experience dealing with high-volume clientele, and providing exceptional customer service.
• Experience with inbound and outbound phone work.
• Experience in arboriculture or landscaping services preferred.
• Eligible to work in the United States.
• Skills/ Abilities
• Proficient in Microsoft Office.
• Education/Training
• A degree in Business, Business Management, English, Communications, Literature, Journalism, or a related field, typically requiring two to four years of study.