Administrative Assistant

New Rochelle, New York
Almstead Tree, Shrub & Lawn Care Company
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!

Basic Function

We are currently seeking a career driven PHC (Plant Health Care) Coordinator, with excellent customer service skills and abilities, to schedule and route technicians, crews, secure required equipment, and service vehicles to appropriate locations. Coordinate and make client communications for routing of technicians. Process mulch orders and payment transactions. The candidate will be expected to gain a full and complete understanding of all services and service lines that the company provides. This is a full-time salaried position. The candidate must be willing to work some additional hours when the workload is heavy. The regular schedule will be Monday through Friday, 8 00am to 5 00pm.

What You’ll Do (included but not limited to)

• Configure routes and services for technicians based upon production minimums and look for ways to exceed those production requirements through efficient routing.
• Understand all relevant paperwork and work orders with attention to special notes and directions about clients for routing.
• Make phone calls for call-ahead services and alert clients by email where appropriate.
• Question, correct and communicate with technicians throughout the day as needed to maximize efficiencies.
• Manage and prepare for appropriate inventory of products with assistance from assigned sales arborists to department so that all services have necessary resources for completion.
• Keep all records and files on credits for technicians and ensure Department of Environmental Conservation (DEC) compliance in reporting and management of department.
• Involvement and participation in posting data for sales and payments and assisting Billing Manager in Billing Department as directed. Reconciliations and data management as directed.
• Ability to post cash and deposits; process credit card payments and prepare deposit for bank.
• Coordinate with sales representatives and managers on A/R cycles and participate in management of past due accounts.
• Assist with incoming phone calls for client assistance and customer service.
• Assist walk-in clients.
• Create invoices using QuickBooks.
• Input inter-company transfers into QuickBooks.
• Route incoming phone calls to various personnel.
• Type work orders and proposals, and perform additional administrative work as directed by Office Manager.
• Assist with pulling of files for payment and copying checks, A/R management, and Purchase Order system.
• Filing duties as required.
• Authorize and send out annual maintenance contracts to current/former customers during non-peak season (Winter)

Requirements

• Excellent telephone manner and customer service skills are essential.
• High level time management and organizational skills required.
• Proficiency in Microsoft Office Suite, QuickBooks, Internet and Database Systems desired (we will train on our programs).
• 2+ years of experience in similar role.
• Accuracy and attention to detail a must.
• Ability to work in a fast-paced environment.
• Associates degree or higher is preferred.
• Bilingual English/Spanish is preferred.