Office Administrator

Tree Masters, San Rafael, CA, US; San Rafael (CA); On-site; USD 41,000 - 62,000; Full time

Job summary

Treemasters Tree Care in San Rafael, CA is seeking an Office Administrator to be the central hub of branch operations, supporting Sales Arborists, customers, and management. The role focuses on efficiency, proactive problem-solving, and excellent customer experience.

You will manage schedules, proposals, payments, and CRM, while driving process improvements and ensuring smooth daily operations for growth across the branch.

Qualifications

• Must be highly organized and detail-oriented.
• Ability to generate leads and follow up with customers.
• Comfortable coordinating schedules and handling inquiries.

Responsibilities

• Proactively generate leads through outbound calls and customer outreach.
• Follow up with prospective customers to convert opportunities into booked work.
• Prepare, organize, and send professional proposals.
• Coordinate and manage multiple Sales Arborist calendars.
• Provide exceptional customer service and handle inbound calls.
• Build relationships with customers.
• Process customer payments accurately and maintain CRM.
• Follow up on outstanding customer requests.

Skills

Lead generation

CRM management

Customer service

Calendar management

Proactive communication

Tools

CRM software

Microsoft Office

Proposal tools

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Administrator

Full Time Regular Tree Masters, San Rafael, CA, US

30+ days ago Requisition ID: 1955

Salary Range: $30.00 To $45.00 Hourly

Office Administrator

Treemasters Tree Care – San Rafael, CA

Are you the person who sees what needs to be done—and gets it done?

Treemasters Tree Care is growing, and we’re looking for a high-performing, detail-obsessed, proactive Office Administrator / Arborist Assistant to become a key part of our team.

This is not a traditional administrative position. You’ll sit at the center of our branch operations, working closely with our Sales Arborists, customers, Assistant General Manager, and General Manager to keep things moving, solve problems, improve processes, and create an exceptional customer experience.

We’re looking for someone who takes ownership, moves quickly, communicates confidently, and is always looking for a better way to do things.

If you love organization, systems, customer service, sales support, and making a business run better, this could be the role for you.

What You’ll Own & Drive

• Proactively generate leads through outbound calls, follow-ups, and customer outreach
• Follow up with prospective customers to help convert opportunities into booked work
• Prepare, organize, and send professional proposals
• Coordinate and manage multiple Sales Arborist calendars
• Provide exceptional customer service and confidently handle inbound calls
• Build strong, professional relationships with customers
• Process customer payments accurately and efficiently
• Maintain a clean, accurate, and up-to-date CRM
• Follow up on outstanding customer requests and make sure nothing falls through the cracks

Arborist & Operations Support

• Provide day-to-day administrative and scheduling support to Sales Arborists
• Coordinate documentation, proposals, permits, and other required paperwork
• Ensure processes and paperwork are completed accurately and on time
• Help keep Sales Arborists organized and prepared
• Monitor workflow and identify items that need attention before they become problems
• Monitor call quality and participate in coaching and training
• Help ensure branch procedures and standards are consistently followed

Support the Assistant General Manager & General Manager

This position will serve as a **key support person to the **Assistant General Manager and General Manager.

You will:

• Help manage the day-to-day flow of branch operations
• Track key metrics and help maintain operational accountability
• Assist with implementing new systems, procedures, and workflows
• Help document and improve internal processes
• Identify inefficiencies and recommend practical solutions
• Take ownership of assigned projects and see them through to completion
• Help roll out process improvements across the branch
• Step in wherever needed to help the team succeed

We don’t want someone who simply points out problems. We want someone who sees a problem, thinks through the solution, and helps make the fix happen.

Who You Are

You are someone who:

• Is highly organized and extremely detail-oriented
• Takes ownership and follows through
• Is proactive and doesn't need to be constantly told what to do
• Can confidently manage multiple priorities without becoming overwhelmed
• Has a professional, friendly, and confident phone presence
• Communicates clearly and effectively
• Is comfortable holding yourself and others accountable
• Is tech-savvy and enjoys learning new software and systems
• Thinks critically and knows how to solve problems
• Brings ideas and solutions—not just problems
• Has a strong sense of urgency and understands that details matter
• Enjoys improving systems and finding ways to make things more efficient
• Is comfortable working in a fast-paced, growing environment
• Takes pride in doing things the right way, not just the easy way

Most importantly...

You are a doer.

You don't wait around for someone to tell you every next step. You see what needs attention, take initiative, communicate when necessary, and get it done.

Why This Role Matters

This position has a direct impact on the success of our branch.

Your work will influence:

• Arborist productivity
• Operational efficiency
• Team accountability

You won't be sitting on the sidelines. You'll be directly involved in helping the branch operate better and grow.

Treemasters Tree Care is continuing to grow, and we believe in developing people who want to grow with us.

This role offers the opportunity to take on increasing responsibility as you demonstrate your ability to lead, solve problems, improve systems, and make an impact.

For the right person, this can become much more than an administrative position—it can be a launchpad into operations, leadership, and branch management as our company continues expanding nationally.

If you're organized, ambitious, resourceful, and ready to make an impact, we'd love to meet you.