Office Manager/Senior Administrative Assistant

This is a dynamic position and opportunity for a motivated, highly organized team player that directly works for the CEO in supporting the various roles he manages. This role will provide high-level administrative support, organizational system support and general office management for CEO who also is also engaged in high sales volume. Your focus and impact are to support and organize these management and sales duties, with assistance in directing team members on targets and goals that align with our company mission statement and vision. An optimistic, production oriented “can do” attitude is essential. Help “grow” and be a part of a cutting-edge, expanding, second generation family-owned firm that values its team and takes pride in their longevity with the company.

Main Growing Functions & Support Roles

• Provide administrative support to roles of CEO, Branch Manager and top-selling Certified Arborist, with rare but occasional personal support roles to busy executive.
• Establish and manage schedules for all three roles with heavy emphasis on outside sales consultations with clients and management of contract processes.
• Prepare various types of proposals and reports with attention to superior grammar, style and formatting that communicates to the client the scope of work, with associated service pricing.
• Manage sales cycle with superior customer service with emphasis on speed of service ensuring timely and consistent follow-up and follow-through from presentation to extremely satisfied “raving fan” client paid in full with positive reviews and referrals.
• Closely manages various schedules with at times, several week-ahead outlook, with ability to rework commitments to meet goals.
• Create and manages detailed spreadsheets and budgets for various key accounts.
• Manage client phone and email contacts throughout the day which can be high-volume at peak times and utilizes software-based call logs to ensure contact is captured and followed through on.
• Coordinate work to be scheduled for clients with proper notifications and adjustments when required.
• Understand and contributes in the job costing and billing cycle with daily updates and close out with supplemental and supporting paperwork developed as required.
• Manage accounts receivables and detailed client files in various forms (binders/One Drive/Database etc.) with direction from sales arborist.
• Aid in various special projects which can involve independent research, verification of data and information and detailed reconciliations as assigned.
• Ensure company policy and best management practices are adhered to throughout the office along with fellow managers and team players.
• Train, mentor and supervise staff as directed to ensure goals and targets outlined are achieved in appropriate role.
• Fully engaged in high-volume of emails from the various role’s CEO is responsible for which this person is typically copied on 99% of the time to assist in management and accountability of a wide variety of business cycles.
• All-hands ability to become trained-up and fill-in on a vacant job position, coverage or senior help assistance as needed.
• Arrange conference calls, schedules meetings and makes infrequent travel arrangements.

Requirements

Skills/Abilities

• Must possess exceptional verbal communication skills with emphasis on top-level professionalism, client service and senior point of view.
• Expert and proficient in Microsoft Office. Working knowledge with manipulating and working with photo images, graphics and sketches as part of high-end client communication.
• Excellent writing skills with second nature knowledge of structure, grammar, rules of composition and all components of the English language.
• The ability to multi-task and move between functions and requests throughout the day.
• Ability to delve into subject manner or task, ask questions and seek data for firm understanding of such subject and duplicate information to complete tasks assigned.
• Excellent time management and organizational attributes are top skill requirements.
• High level of professionalism and phone etiquette.
• Four-year degree in Business, Business Management, English, Communications, Literature, Journalism, or related field.
• Minimum five years’ experience in general office management, high-level administrative functions and staff management.
• Three to five years’ prior administrative experience supporting senior-level staff.
• Prior experience creating proposals, reports and/or presentations highly preferred.
• Bilingual Spanish a plus but not necessary.
• Job Type: Full-time

Education/Training

• Four-year degree in Business, Business Management, English, Communications, Literature, Journalism, or related field.

Experience

• Minimum five years’ experience in general office management, high-level administrative functions and staff management.
• Three to five years’ prior administrative experience supporting senior-level staff.
• Prior experience creating proposals, reports and/or presentations highly preferred.
• Bilingual Spanish a plus but not necessary.

Benefits

• Health Care and Dental Benefits
• 401K Savings Plan
• Paid Vacation/Holidays/Sick Days