Full-Time Office Assistant

Specialty Tree Service; York and North Yorkshire; On-site; GBP 21,000 - 26,000; Full time

Job summary

Specialty Tree Service in York area is seeking a highly organized Full-Time Office Assistant to join our growing team. This fast-paced role requires multitasking, professional communication, and reliable support for customers and our field crews.

Core duties include handling calls and emails, scheduling, invoicing, COIs, billing, payments, and social media management while maintaining accurate records under pressure.

Qualifications

• Excellent customer service and communication skills.
• Strong organizational and time management abilities.
• Multitask, prioritize competing responsibilities, stay organized during busy periods.
• Computer and technology savvy.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Experience with SingleOps software is preferred.
• Experience invoicing, billing, accounts receivable, collections, or payment processing is a plus.
• Experience managing business social media accounts is preferred.
• Experience in the tree care, landscaping, construction, or service industry is a plus.

Responsibilities

• Answer and manage incoming phone calls
• Respond to customer emails promptly and professionally
• Schedule estimate appointments and maintain the company calendar
• Send Certificates of Insurance (COIs)
• Prepare invoices and process billing
• Collect customer payments and apply to accounts
• Assist with accounts receivable and past-due collections
• File workers' compensation claims when necessary
• Schedule DOT physicals
• Coordinate CDL driver training and testing
• Manage company social media presence and promotions
• Maintain accurate customer and company records
• Provide administrative support to management and field crews
• Perform additional office duties as needed

Skills

Customer service

Communication

Organization

Time management

Multitasking

Attention to detail

Discretion

Teamwork

Tools

Microsoft Word

Excel

Outlook

SingleOps

Job description

Are you highly organized, dependable, and passionate about providing exceptional customer service? Specialty Tree Service is looking for a Full-Time Office Assistantto join our growing team!This is a fast-paced position that requires someone who can multitask, stay organized under pressure, communicate professionally, and provide outstanding support to both our customers and our team. If you enjoy a variety of responsibilities and take pride in keeping an office running efficiently, we'd love to hear from you.

Position Details

• Full-Time
• Monday – Friday
• 8:00 AM – 4:30 PM

Flexibility is required during our busy season and storm events, when additional hours may be needed.

Primary Responsibilities

• Answer and manage incoming phone calls
• Respond to customer emails promptly and professionally
• Schedule estimate appointments and maintain the company calendar
• Send Certificates of Insurance (COIs)
• Prepare invoices and process billing
• Collect customer payments and accurately apply them to accounts
• Assist with accounts receivable and make courteous past-due balance collection calls
• File workers' compensation claims when necessary
• Schedule DOT physicals
• Coordinate CDL driver training and testing
• Manage and maintain the company's social media presence by creating posts, responding to messages and comments, and promoting company services and community involvement
• Maintain accurate customer and company records
• Provide administrative support to management and field crews
• Perform additional office duties as needed

Qualifications

• Excellent customer service and communication skills
• Strong organizational and time management abilities
• Ability to multitask,prioritize competing responsibilities, and stay organized during busy periods
• Computer and technology savvy
• Proficiency in Microsoft Word, Excel, and Outlook
• Experience withSingleOpssoftware is preferred
• Experience with invoicing, billing, accounts receivable, collections, or payment processing is a plus
• Experience managing business social media accounts is preferred
• Experience in thetree care, landscaping, construction, or service industryis a plus
• Ability to handle confidential information with professionalism and discretion
• Strong attention to detail and excellent follow-through
• Ability to remain calm and organized during high-volume periods, especially following storm events
• Positive attitude with a willingness to learn
• Self-motivated, dependable, and able to work independently while also being a team player

What Success Looks Like

The ideal candidate is someone who:

• Delivers exceptional customer service with every interaction
• Maintains a positive, professional attitude
• Is dependable and takes initiative without being asked
• Can effectively prioritize tasks and shift focus as business demands change
• Thrives in a fast-paced environment and remains calm under pressure
• Pays close attention to detail while managing multiple responsibilities
• Works well independently and as part of a team
• Is willing to step in wherever needed to support the office and field crews
• Takes pride in representing Specialty Tree Service with professionalism and integrity

Why Join Specialty Tree Service?

At Specialty Tree Service, we've built our reputation on professionalism, quality workmanship, and outstanding customer service. Our office team plays a vital role in our success, and we're looking for someone who wants to build a long-term career with a company that values teamwork, integrity, and exceptional customer service.If you're looking for a position where every day is different, your work is appreciated, and you have the opportunity to grow with an established, family-oriented company, we'd love to hear from you.