Client Coordinator / Office Administrator
Job Title: Office Administrator
Reports To: Director of Operations
Compensation: Commensurate with experience.
Job Summary: Working 40 hours a week, the Client Coordinator is the first point of contact for all client communication through phone calls, texts, or online request forms. An ideal candidate has a solution-oriented approach to their daily work, and takes that extra step to complete and round out whatever project they are working on - be that arranging a property visit for a client or finishing up the invoicing for past projects. The Coordinator manages multiple projects & communicates daily with different aspects of the company, from the crew members to the mechanics to the owners - for this reason, flexibility and prioritization are essential skills. This is a dynamic position that mixes processes with unique situations, and we’d consider a perfect fit someone who owns their systems, constantly improves our procedures, and always has their eye on how we can better serve our community through any avenue within our operations.
Schedule: Treeist daily operations are from 7 am until 3 pm. This position is one of the most flexible, so while we would prefer that schedule we are willing to talk through other options.
Responsibilities:
- Work with the other office staff to answer all incoming calls and ensure appropriate and comprehensive responses to any questions, queries, or concerns.
- Monitor all incoming emails and text messages and respond to clients in a timely and appropriate manner, striving to always maintain a positive, professional, and helpful demeanor.
- Serve as the primary point of contact for all incoming clients requests in regards to property visits: fully understanding the extent of their tree-care concern, arranging the most appropriate property visit type for their particular situation, and working with them to schedule this property visit at a mutually agreeable time for the client and their consultant.
- Creating and maintaining the schedule for 5 consultants - ensuring accuracy, efficiency, and logic for all routes planned. Maintaining communication with these consultants throughout their days in order to timely address any problems as they arise.
- Audit all completed work for accuracy, reconciling any notes or questions that came from the crews or clients. Once complete, invoicing these completed jobs via our CRM software and ensuring accurate communication with clients regarding these invoices.
- Processing all incoming payments and payment types: electronic, check, cash, credit card, and creating payment confirmations.
- Attend and contribute to a weekly Office Meeting, wherein we address any client concerns that arose that week, walk through a case study of a client interaction that could be learned from, and think through the next week and tasks yet to be completed.
- Collaborate with office staff on various projects that arise throughout daily office operations.