Office Administrative Assistant

Arbor Equity is a leading provider of tree care and plant health services, dedicated to delivering exceptional service to our clients and maintaining a positive, collaborative work environment. We are seeking a detail-oriented and proactive Office Administrative Assistant to join our team. In this essential role, you will support daily office operations, assist staff and clients, and help ensure the smooth functioning of our business. Arbor Equity offers a supportive workplace with opportunities for growth, comprehensive benefits, and a commitment to work-life balance.

Responsibilities

• Serve as the first point of contact by handling incoming calls, emails, and correspondence with professionalism and efficiency.
• Perform accurate data entry and maintain up-to-date records in our computerized systems, including CRM software.
• Schedule appointments, manage team calendars, and coordinate tree work and plant health care services.
• Maintain organized filing systems for both physical and electronic documents.
• Support financial operations by processing invoices, billing and invoicing customers.
• Assist with utility locates, vendor setup, and related paperwork.
• Obtain signed customer proposals, print work orders, and secure certificates of insurance for customers.
• Maintain employee driver files and assist with DOT compliance, including medical cards, exams, and random drug screens.
• Keep records of vehicle repairs and maintenance, and manage driver status on auto policies.
• Ensure office cleanliness and manage inventory of supplies.
• Assist with accounts receivable and triage customer issues to ensure prompt resolution.
• Provide administrative support to the Vice President and Arborist Representatives as needed.

Qualifications

• Experience as an Administrative Assistant or in a similar administrative role is preferred.
• Strong computer literacy, with the ability to navigate various software programs efficiently.
• Excellent organizational skills and keen attention to detail.
• Strong customer service skills and the ability to address client inquiries professionally.
• Ability to manage multiple tasks effectively while maintaining a positive attitude.
• Strong verbal and written communication skills.
• Familiarity with data entry processes and file management systems.
• Reliable transportation to and from work.
• Consistent punctuality and attendance, with the ability to work 40 hours per week.
• Commitment to a safe, respectful, and professional work environment.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Notary preferred but not required.

Benefits

Employees who work 30+ hours per week are considered full-time and become eligible for our benefits after just 30 days of employment. 

• Competitive pay  with opportunities for 40+ hours per week 
• Paid time off (PTO) and holidays  for work-life balance 
• Overtime opportunities  during storm cleanup and peak seasons 
• Long-term  disability insurance (employer paid) 
• Short-term  disability insurance (employer paid) 
• Basic life & AD&D  insurance (employer paid) 
• 401(k) retirement plan  with up to 4% company match to help you save for the future
• Flexible Insurances Options:  Employees can choose the health, dental, and vision plans that best fit their needs and budget, giving control over premiums and out-of-pocket costs. 

Health Insurance (Cigna Plans):  Employees can choose the plan that works best for them and their families: 

• Cigna OAP (Open Access Plus) – broad provider access 
• Cigna OAP IN – in-network focused, lower out-of-pocket costs 
• Cigna HDHP (High-Deductible Health Plan) – lower premiums with HSA compatibility 

 Dental Insurance (Cigna Plans):  Flexible options to fit coverage needs and budget: 

• 2025 Cigna Dental PPO Low Plan – basic coverage at a lower premium 
• 2025 Cigna Dental PPO High Plan – enhanced coverage with higher benefits 

Vision Insurance (Cigna Plan): 

• 2025 Cigna Vision Plan – comprehensive coverage for exams, lenses, and frames 

Additional Optional Benefits 

• The option of a Health Savings Account (HSA) with $250 employer contribution if on a High-Deductible Health Plan, or a Flexible Spending Account (FSA) for health, dental/vision, and dependent care.
• Pre-tax commuter benefits (parking, transit, vanpool)
• Legal assistance plan
• Supplemental coverage options: critical illness, accident, and hospital indemnity insurance