Business Administrator

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.

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.

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

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.

• 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.

• 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).

• 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.

• Experience: 2 to 4 years working in a fast‑paced office setting, handling administrative workflows, light billing/data entry, or compliance tracking. Experience with Quick Books 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.