Assistant Office Administrator

Orleans Co. Tree Service, Inc. – Petersburg, VA Full\-Time \| On\-Site Orleans Co. Tree Service is looking for a highly organized, professional, and dependable Assistant Office Administrator to join our team. This role is a key part of our customer service and administrative operations, serving as a primary point of contact for customers and helping keep communication and office processes moving from the initial phone call through estimating, invoicing, payment, and follow\-up. We are looking for someone who is comfortable working in a busy service\-business environment, communicates well with customers, pays close attention to detail, and can confidently manage several priorities at once. Responsibilities Answer incoming phone calls and provide professional customer service. Monitor and respond to voicemail, email, text messages, and web inquiries. Gather accurate information from new and existing customers. Enter and maintain customer, property, and project information in our customer\-management system. Schedule consultations and estimates for Sales Arborists. Help organize sales appointments efficiently based on location and availability. Communicate appointment changes and cancellations. Maintain accurate lead, proposal, job, and follow\-up information. Follow up with customers regarding outstanding proposals. Help ensure accepted work is properly handed off for production scheduling. Review completed residential jobs and assist with invoicing. Receive and accurately process customer payments. Process and deposit checks according to company procedures. Monitor unpaid invoices and follow up on past\-due accounts. Handle routine customer questions and appropriately escalate more complex issues. Maintain dependable office coverage and assist with general administrative responsibilities. This position requires consistent follow\-through to ensure customer requests, leads, proposals, invoices, payments, and other administrative items are properly documented and completed. Qualifications Excellent verbal and written communication skills. Strong customer\-service and telephone skills. Strong computer skills and ability to learn new software. Accurate data\-entry skills. Ability to type at least 40 words per minute. Strong organizational and time\-management skills. Ability to manage multiple responsibilities and priorities. Ability to remain professional with frustrated or demanding customers. Strong attention to detail. Good judgment regarding when an issue needs to be escalated. Dependable attendance and punctuality. Ability to maintain confidentiality. Willingness to follow established systems and procedures. Preferred Experience Previous experience with any of the following is helpful: Office administration Customer service Scheduling or dispatching CRM or business\-management software Customer invoicing and payment processing Tree care, landscaping, construction, home services, or another service\-based business Experience with SingleOps is a plus but is not required. What Success Looks Like A successful person in this position makes sure customers receive timely communication, appointments are organized efficiently, customer information is accurate, accepted work reaches production, completed work gets invoiced promptly, outstanding balances are monitored, and proposals receive consistent follow\-up. About Orleans Co. Tree Service Orleans Co. Tree Service is a professional tree\-care company serving the greater Richmond and Tri\-Cities area. We take pride in providing high\-quality tree care and professional customer service from the first phone call through completion of the job. We are looking for someone who wants to become an important part of the office team and help keep the business organized, responsive, and running efficiently. Pay: $18\.00 \- $24\.00 per hour Expected hours: 40\.0 per week Benefits: 401(k) matching Health insurance Paid time off Application Question(s): What is your current typing speed in words per minute? Are you comfortable making outbound calls to customers for appointment scheduling, proposal follow\-up, payment follow\-up, and other customer\-service matters? Have you previously handled customer invoicing, payments, or accounts\-receivable follow\-up? Experience: Customer service: 3 years (Preferred) Work Location: In person