Executive Office ManagerThe Executive Office Manager will provide general management of the New Rochelle office, and administrative support to a high-volume sales team.
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 meetings 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
Requirements- Minimum 5 years' experience in office management supervising a staff of 5 or more.
- Service industry experience preferred.
- Prior experience creating proposals, reports and/or presentations required.
- Experience dealing with high-volume clientele, and providing exceptional customer service.
- Experience with inbound and outbound phone work.
- Experience in arboriculture or landscaping services preferred.
- Eligible to work in the United States.
Skills/ Abilities- Proficient in Microsoft Office.
Education/Training- A degree in Business, Business Management, English, Communications, Literature, Journalism, or a related field, typically requiring two to four years of study.
BenefitsWe offer a competitive compensation package, $80,000 - $100,000 per year, medical and dental plans with employer contribution, 401K retirement savings plan, paid time off, and more!
