Business Administrator

Sims Tree Health Specialists, Inc.; Jurupa Valley (CA); On-site; USD 47,840 - 54,080; Full time

Job summary

Sims Tree Health Specialists, Inc. in California is seeking a detail‑oriented Business Administrator who thrives on turning loose ends into clean, repeatable workflows. You’ll own daily admin tasks, improve compliance, and document processes so nothing slips through the cracks.

Hours are full‑time, Monday–Friday with consistent daytime shifts. The role is not remote, and compensation ranges from $23 to $26 per hour, depending on experience.

Qualifications

• 2 to 4 years in a fast-paced office setting.
• Experience with administrative workflows, light billing/data entry, or compliance tracking.
• Experience with Trello and QuickBooks Online.

Responsibilities

• Manage licenses, permits, and fleet registrations with proactive tracking.
• Process vendor bills and match with POs and receipts.
• Organize onboarding paperwork and maintain HR files.
• Manage the company calendar and coordinate space rentals for tours or classes.
• Take on special projects, break them into Trello checklists, and track inventory.

Skills

Organization

Communication

Attention to detail

Teamwork

Tools

Trello

QuickBooks Online

Job description

This isn’s a robotic data-entry job where you just wait around to be told what to do. We need an analytical problem solver who loves taking loose ends and turning them into clean, predictable workflows. If your natural instinct is to save, organize, and document everything so nothing ever slips through the cracks, you will fit right in with our roots.

Hours: Full-Time, Monday – Friday (Consistent daytime hours, no weekends)

Pay Range: $23.00 – $26.00 / hour (Depending on experience)

Please note this is not a remote or hybrid position.

How We Keep the Roots Grounded

We run our daily operations through Trello to keep our field and hybrid teams perfectly aligned. In this role, you won't just be executing tasks—you'll be building the systems that keep us moving forward:

• Research to Action: When a new project or compliance update comes up, you’ll dive into the details first, gather the facts, and give leadership a clear, quick summary of options. Once approved, you take the wheel and run with it.
• Building the Playbook: We believe in working smart and never guessing how to do a task twice. When you map out a process, you’ll write down a clean, simple checklist inside Trello so the company has a permanent record of how it’s done.
• Immaculate Record-Keeping: You will be the proud guard of our data—ensuring physical paperwork is scanned, digital folders stay spotless, and historical logs are meticulously updated.

A Typical Day

For the Business Administrator, every day will be a little bit different and will include the following key responsibilities:

1. Compliance, Licences, & Industry Memberships

Our business relies on highly specialised credentials to protect our clients and the environment. You will own this pipeline:

• Keep a close, proactive eye on expiration dates for company licences, permits, and our fleet vehicle registrations so we never miss a deadline.
• Track and manage our high-stakes industry credentials, specifically our ISA (International Society of Arboriculture) certifications and QAL (Qualified Applicator Licences).
• Research changing county or state rules, verify if regulatory fees have changed, download the correct forms, and pull the renewal paperwork together for final approval.

2. Bills, Invoices, & HR Administration

• Review incoming vendor bills and match them against our internal Purchase Orders (POs) and delivery receipts to ensure pricing and quantities are perfectly accurate.
• Log approved bills into our accounting system with high precision.
• Handle initial, friendly past‑due outreach to accounts using our standard, polite email templates.
• Organise new‑hire onboarding paperwork and keep our HR files compliant, confidential, and tidy.
• Assist with being the team cheerleader by celebrating birthdays, anniversaries, and major career milestones.

3. Calendars & Space Rentals

• Manage the main company calendar, coordinate meetings, and help keep leadership schedules running smoothly.
• Act as the primary point of contact when outside groups look to rent our unique garden/museum space for tours or classes (gathering requirements, coordinating logistics, and ensuring the space is ready to welcome them).

4. Special Projects & Inventory (As Needed)

• Take occasional office projects from leadership, research what is needed to get them done, break them down into actionable Trello checklists, and methodically complete them.
• Track our uniform and shirt patch inventory, placing orders based on our established thresholds so the team always looks sharp in the field.

Responsibilities and tasks listed above are not all inclusive and may vary depending on the needs of the business.

Who We Are Looking For

• Experience: 2 to 4 years working in a fast‑paced office setting, handling administrative workflows, light billing/data entry, or compliance tracking. Experience with QuickBooks Online strongly preferred.
• Your Mindset: You are naturally wired to organise chaos. You feel genuinely uncomfortable when notes are messy, files are missing, or details are left untied.
• Tech Skills: You are highly comfortable using technology, specifically project management tools (we use Trello daily) and basic accounting or data‑entry software.
• Communication: You write clearly, speak professionally, and know how to summarise complex details quickly and get straight to the point.