Tree Service, Arboriculture or Field Service Industry Experience Preferred
We are seeking an experienced, highly organized, and proactive Office Manager to support the day-to-day operations of our growing tree care and arboriculture company.
This is a key role within the business, responsible for helping manage the flow of work from the initial client inquiry through estimating, scheduling, job completion, and invoicing. The successful candidate will work closely with management, sales arborists, office staff, and field crews to ensure that clients receive timely communication and that jobs, schedules, records, and administrative processes remain organized and up to date.
The ideal candidate is comfortable working in a fast-paced service environment, managing multiple priorities, following up consistently, and taking ownership of tasks to ensure nothing falls through the cracks.
Responsibilities
- Manage incoming calls, emails, website inquiries, and client communications in a professional and timely manner.
- Enter, maintain, and follow up on leads, estimates, client information, and job records using Arbostar and other Company systems.
- Coordinate and schedule estimates and jobs between clients, Sales Arborists, and field crews.
- Monitor daily and upcoming schedules and communicate relevant changes, delays, cancellations, and operational updates.
- Support the efficient progression of work from lead intake → estimate → scheduling → job completion → invoicing.
- Maintain accurate and up-to-date client, estimate, job, scheduling, payment, and communication records.
- Prepare and issue invoices, monitor outstanding payments, and follow up on overdue accounts as directed.
- Act as a key communication link between management, office personnel, sales/estimating staff, and field crews.
- Assist with daily operational coordination, reporting, scheduling priorities, and administrative requirements.
- Help ensure job notes, documentation, updates, and client communications are properly recorded in the Company's CRM and internal systems.
- Assist with permit applications, municipal documentation, commercial opportunities, bid submissions, and other administrative projects as required.
- Prepare regular updates and reports regarding leads, estimates, scheduling, upcoming work, outstanding invoices, and operational matters requiring management attention.
- Identify scheduling, communication, or administrative issues and proactively bring them to the attention of management.
Qualifications
- Minimum 3–5+ years of experience in an Office Manager, Operations Coordinator, Dispatcher, Customer Service Coordinator, or similar role.
- Experience coordinating schedules, appointments, technicians, field crews, or service operations.
- Experience in the tree service, arboriculture, landscaping, construction, property maintenance, home services, or another field-service industry is strongly preferred.
- Experience using Arbostar or a similar CRM, scheduling, dispatch, or field-service management platform is a strong asset.
- Strong organizational, multitasking, and time-management abilities.
- Excellent verbal and written communication skills.
- High attention to detail and ability to maintain accurate records.
- Ability to work independently, prioritize competing tasks, and perform effectively in a fast-paced environment.
- Proficiency with Microsoft Office or Google Workspace, email, spreadsheets, and CRM systems.
- Strong problem-solving skills and a proactive approach to identifying and resolving issues.
What We're Looking For
We are looking for someone who is organized, dependable, and comfortable taking ownership of a busy and varied workload. You should be confident communicating with both clients and field personnel, able to manage changing priorities, and proactive about following up on outstanding tasks.
This position is well suited to someone who enjoys being at the centre of operations and helping ensure that a growing service business runs efficiently.
As the Company continues to expand, there will be opportunities to take on increased responsibility and grow within the organization.
Job Type: Full-time, Permanent
Compensation: Competitive compensation based on experience, qualifications, and relevant industry knowledge.
Experience:
- Office administration, operations coordination, dispatch, or customer service: 3–5+ years preferred
- Tree service, arboriculture, landscaping, construction, or field-service experience: Preferred
- Arbostar or similar field-service CRM experience: Strong asset
Pay: $17.80-$21.00 per hour
Expected hours: 40.0 – 55.0 per week
Work Location: Hybrid remote in Mississauga, ON
