Executive Office Manager

Almstead Tree and Shrub Care • New Rochelle, NY

10d • $80,000 - $98,000

About The Position

The Office Manager will provide general management of the New Rochelle office, and administrative support to a high-volume sales team. They must be extremely organized, able to multi-task, be skilled in English composition and grammar, and be comfortable speaking with a high-volume of clients on a daily basis. The ideal candidate will demonstrate professionalism, attention to detail, courtesy, and will enjoy communicating with others at all levels of the organization.

Requirements

• Minimum five years' experience in office management supervising a staff of 5 or more.
• Skills/ Abilities
• Proficient in Microsoft Office
• Strong written and verbal communication skills, including the ability to write proposals
• Ability to manage multiple tasks with a keen attention to detail
• Required skills in time management and organization
• Demonstrated professionalism and telephone etiquette

Nice To Haves

• 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.

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

Benefits

• We offer a competitive compensation package, $ 80,000 - $98,000 per year, medical and dental plans with employer contribution, 401K retirement savings plan, paid time off, and more!

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 101-250 employees