Executive Office Manager

Almstead Tree and Shrub Care•New Rochelle, NY

11h•$80,000 - $98,000•Onsite

About The Position

The Office Manager provides general management of Almstead Tree and Shrub Care’s New Rochelle office and administrative support to a high-volume sales team. The role calls for strong organization and multitasking skills, excellent English composition and grammar, and comfort communicating with many clients each day. The successful candidate demonstrates professionalism, courtesy, attention to detail, and effective communication across all levels of the organization.

Requirements

At least 5 years of office management experience supervising a staff of 5 or more.
Experience dealing with high-volume clientele and providing exceptional customer service.
Proficiency in Microsoft Office.
Strong written and verbal communication skills, including the ability to write proposals.
Ability to manage multiple tasks with keen attention to detail.
Time-management and organizational skills.
Professionalism and telephone etiquette.
A degree in Business, Business Management, English, Communications, Literature, Journalism, or a related field, typically requiring two to four years of study.

Nice To Haves

Service industry experience preferred.
Prior experience creating proposals, reports, and/or presentations highly preferred.

Responsibilities

Train and supervise administrative staff.
Create detailed, client-specific proposals in conjunction with sales arborists.
Handle information requests and email correspondence; arrange conference calls and schedule meetings.
Perform customer service and inside sales work, including outbound sales calls, lead generation, customer support, and appointment scheduling.
Follow up on key accounts and accounts receivable, and make collection calls.
Conduct biweekly accounts receivable meetings and assist with collections.
Maintain multiple sales calendars, create work orders, and conduct daily debriefings.
Administer customer databases and files, and process payments.
Serve as the main point of contact between ownership and administrative staff.
Conduct weekly administrative staff meetings to determine resource allocation.
Conduct periodic performance reviews of administrative staff.
Gather payroll information weekly for submission to the Accounting department.
Coordinate client work scheduling, including notifications and appointment scheduling.
Enforce company policies and customer service standards throughout the office.
Oversee the Plant Health Care department and provide backup for scheduling and daily client notifications, including running and reviewing reports, printing work orders, approving contracts as needed, and processing prepayments as needed.
Coordinate daily meetings with the CEO to provide office updates, relay customer concerns, close out daily billing, and review unapproved proposals.
Prepare monthly account invoicing and budgets for selected commercial, municipal, and educational clients.
Prepare daily and weekly billing details and logs for Central Park contracts.
Assist with renewing applicable company licenses.
Maintain office supply inventory and oversee purchasing.
Assist with month-end close as needed.
Provide additional administrative support to arborists and general office support.
Complete tasks accurately and efficiently and perform other duties as assigned.