Customer Service & Scheduling Specialist — Flexible Schedule

PROFESSIONAL TREE CARE; Martinez (CA); On-site; USD 42,000 - 61,000; Full time

Job summary

The Professional Tree Care Company in Martinez, CA is seeking a Customer Service Representative (CSR) to be the primary contact for customers of Traverso Tree Service, Ponderosa Tree, and the company. You will answer calls and emails, gather client details, schedule estimates, support arborists and managers, and keep accurate records in ArborStar and other systems.

This role emphasizes professional communication, meticulous data management, and teamwork in a busy office.

Qualifications

• Previous customer service, administrative assistant, receptionist, office coordinator, or similar experience.
• Strong telephone and customer service skills.
• Excellent written and verbal communication skills.
• Strong organizational and time‑management skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and accuracy.
• Comfortable working in a busy office environment with frequent telephone calls and interruptions.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Ability and willingness to learn ArborStar, Sage Intacct, and other company systems.
• Working knowledge of standard office equipment including printers, scanners, and copiers.
• High school diploma or equivalent required.

Responsibilities

• Answer incoming telephone calls and respond to general customer emails promptly and professionally.
• Serve as a primary point of contact for new and existing customers.
• Gather complete and accurate information from prospective customers, including contact information, property address, requested services, referral source, and other information needed to schedule an estimate.
• Determine the appropriate next step for customer inquiries and route calls or requests to the appropriate arborist, manager, accounting team member, or other department.
• Provide customers with general information regarding company services and scheduling processes.
• Document customer communications, requests, concerns, and follow-up needs in the appropriate company system.
• Escalate customer complaints, urgent service issues, property damage concerns, or other sensitive matters to management.
• Schedule estimate appointments for arborists and other designated managers.
• Maintain accurate calendars and appointment information.
• Coordinate scheduling based on customer availability, arborist schedules, service areas, and company priorities.
• Confirm appointments and communicate scheduling changes with customers and internal team members.
• Assist with rescheduling cancelled or missed appointments.
• Monitor scheduled estimates and identify appointments requiring follow-up.
• Assist arborists and managers with preparing and entering sales proposals into company systems.
• Review customer and proposal information for completeness and accuracy before distribution.
• Distribute proposals to customers promptly via email or other approved communication methods.
• Assist with customer follow-up regarding outstanding proposals when requested.
• Maintain accurate electronic customer and proposal records.
• Support the transition of approved proposals into the appropriate next step for scheduling or operations.
• Maintain accurate customer contact information, property information, notes, appointments, and communication history.
• Enter information consistently and accurately into ArborStar and/or other company systems.
• Help identify duplicate, incomplete, or outdated customer records.
• Maintain appropriate documentation so other departments can clearly understand the status of each customer or job.
• Follow company standards for documentation, naming conventions, and record retention.
• Maintain electronic and physical filing systems as needed.
• Maintain customer contact lists and administrative records.
• Assist with office supply inventory and ordering.
• Support field managers with reasonable administrative and supply needs.
• Assist with administrative meetings, including scheduling and meeting notes when requested.
• Assist management with special projects, year-end filing, document organization, compliance packets, and other administrative responsibilities.
• Assist with opening and closing office procedures when assigned.
• Help maintain an organized, professional, and customer‑ready office environment.
• As assigned, assist management with administrative coordination related to: Employee CPR/First Aid training, EHAP and safety training documentation, Arborist and Tree Worker certifications, Continuing Education Units (CEUs), Training schedules and certification expiration dates, Maintaining required safety and training documentation.
• The CSR provides administrative support for these programs; responsibility for safety program oversight and compliance remains with designated management and safety personnel.
• Answer customers professionally, courteously, and efficiently.
• Demonstrate patience and professionalism when handling difficult or frustrated customers.
• Take ownership of customer requests through appropriate handoff or resolution.
• Avoid allowing customer requests to go undocumented or unanswered.
• Communicate clearly with arborists, operations, accounting, and management.
• Protect confidential customer, employee, and company information.
• Represent PTC professionally in every customer interaction.

Skills

Customer service

Telephone skills

Communication skills

Time management

Detail oriented

Microsoft Office

Bilingual English/Spanish

Education

High school diploma or equivalent

Tools

ArborStar

Sage Intacct

Microsoft Office

Job description

The Professional Tree Care Company in Martinez, CA is seeking a Customer Service Representative (CSR) to be the primary contact for customers of Traverso Tree Service, Ponderosa Tree, and the company. You will answer calls and emails, gather client details, schedule estimates, support arborists and managers, and keep accurate records in ArborStar and other systems.

This role emphasizes professional communication, meticulous data management, and teamwork in a busy office.