Office Support Specialist

Office Support Specialist

Primary Reporting Relationship: Operations ManagerLeads Reporting Relationship: Sales Manager

Position Overview

The Office Support Specialist owns essential daily administrative functions that keep Lumberjacks Tree Service organized, accurate, and responsive. Responsibilities include incoming lead coordination, accounts receivable, HR administration, payroll, employee records, reporting, and other administrative duties.

This position manages many small but important duties that affect employees, clients, and daily operations. Accuracy matters. Work must be completed correctly the first time, on schedule, and with consistent follow-through. The person in this role is responsible for moving assigned work through completion, checking its accuracy, and communicating issues before they become larger problems.

The Office Support Specialist reports to the Operations Manager for most responsibilities and to the Sales Manager for lead coordination. This person must be comfortable wearing multiple hats, learning company systems, and working independently within established procedures.

Primary Responsibilities:

Incoming Lead Coordination — Reports to the Sales Manager

• Manage incoming calls, messages, and service requests professionally and promptly.
• Gather complete, accurate client information and document the requested work.
• Schedule and route estimates based on estimator availability, location, and company procedures.
• Complete appointment confirmations, communicate changes, and keep estimators informed.
• Own follow-up on unscheduled leads, including documenting contact attempts and maintaining a clear next step.
• Maintain accurate lead records, calendars, whiteboards, and other required tracking tools.
• Follow established emergency lead procedures and communicate scheduling concerns to the Sales Manager.
• Ensure leads continue moving through the process without being overlooked.

Accounts Receivable

• Own routine accounts receivable tracking and payment follow-up.
• Monitor outstanding balances and contact clients according to company procedures.
• Record payments and maintain accurate account information and collection notes.
• Address routine billing questions and coordinate resolution of discrepancies.
• Bring overdue accounts and unresolved payment concerns to the Operations Manager with clear documentation of actions taken.

Human Resources Administration

• Manage applicant communication and conduct initial interviews using company guidelines.
• Coordinate additional interviews and communicate hiring next steps.
• Own the administrative onboarding process, including required paperwork, system setup coordination, and first-day information.
• Maintain complete, organized, and confidential employee files.
• Track missing paperwork, required acknowledgments, and documents needing renewal.
• Direct employees to the appropriate person or resource for HR questions, concerns, or complaints.
• Work with HR software systems and outside HR service providers on assigned matters, maintain accurate information, and follow through on required actions.
• Own performance review scheduling, documentation collection, completion tracking, and filing.
• Distribute company updates, announcements, and employee information as directed, tracking acknowledgments when required.
• Promptly route sensitive concerns and matters requiring a management decision to the appropriate person.

Payroll and PTO Administration

• Own assigned payroll preparation and processing responsibilities.
• Gather, review, and verify time records and supporting payroll information before submission.
• Follow up on missing information and resolve discrepancies with the appropriate employee or supervisor.
• Complete payroll tasks accurately and by established deadlines.
• Track PTO requests, approvals, usage, and balances.
• Maintain accurate payroll records and protect confidential information.
• Promptly report errors and coordinate corrections when needed.

Office Administration and Google Workspace

• Greet visitors and front office guests professionally, identify their needs, and direct them to the appropriate person.
• Maintain accurate, organized physical and electronic records.
• File paperwork promptly and consistently so information is easy to locate.
• Maintain Google Drive folder organization, file naming, document placement, and appropriate sharing permissions.
• Own assigned Google Workspace administration, including employee account setup, account updates, access permissions, and account deactivation according to company procedures.
• Manage assigned calendars, documents, spreadsheets, and shared administrative information.
• Follow company procedures for account security, document access, confidentiality, and record retention.

Office Inventory and Employee Activities

• Own inventory tracking and replenishment for uniforms, office supplies, and office and shop consumables.
• Plan purchases ahead of shortages and follow purchasing and approval procedures.
• Track uniform inventory and distribution.
• Coordinate crew lunches, including tracking orders, arranging purchases, preparing meals when necessary, and stocking related supplies.
• Coordinate other assigned employee activities.
• Maintain the Brag Board with current recognition, accomplishments, and positive feedback.
• Keep assigned supplies and inventory organized and available when needed.

Reporting and Task Tracking

• Own the collection, accuracy, maintenance, and timely completion of assigned reports.
• Track and maintain assigned reporting accurately and on schedule.
• Check source information for missing, incomplete, or inconsistent entries.
• Follow up with responsible team members to obtain information and resolve discrepancies.
• Bring overdue items, recurring issues, and results requiring attention to the appropriate manager.
• Maintain a dependable system for recurring deadlines and outstanding tasks.

Required Skills and Work Habits

• Proven administrative experience and strong clerical skills.
• Strong attention to detail and a habit of checking work before marking it complete.
• Ability to manage numerous recurring duties without relying on repeated reminders.
• Strong organization, prioritization, and deadline management.
• Excellent customer service skills and clear, professional communication with clients, employees, applicants, visitors, and outside partners.
• Professional phone skills and the ability to accurately document conversations and requests.
• Accurate, efficient typing and proficiency with general computer tasks, email, data entry, and electronic filing.
• Comfort working with numbers, payment records, payroll information, and spreadsheets.
• Proficiency with Google Workspace and the ability to learn company software and account administration procedures.
• Discretion and sound judgment with confidential information.
• Willingness to ask questions when instructions are unclear and apply training consistently.
• Accountability for results, including identifying mistakes and following through on corrections.
• Ability to recognize when a decision requires management involvement.

Additional experience in accounts receivable, payroll, recruiting, onboarding, or lead coordination is preferred. The person hired must develop proficiency across all assigned areas.

Performance Expectations

Success in this role means:

• Accuracy: Work is complete, checked, and correct the first time.
• Timeliness: Incoming leads, payroll, follow-ups, reports, and administrative tasks are handled within established deadlines.
• Ownership: Assigned duties move through completion without repeated prompting.
• Organization: Records, inventory, calendars, and tracking systems remain current.
• Communication: Missing information, competing priorities, and concerns are raised early.
• Follow-through: Outstanding items have a clear next step and are actively tracked.
• Proficiency: Training translates into dependable, increasingly independent performance.

Training and Employment Commitment

Paid training is provided throughout the learning process. The employee is expected to actively participate, retain and apply instruction, and demonstrate increasing proficiency as responsibilities are learned.

This position requires a two-year employment agreement.

Authority and Accountability

The Office Support Specialist owns the daily execution of assigned responsibilities and makes routine decisions within company procedures. The Operations Manager provides primary direction and oversight; the Sales Manager provides direction and oversight for leads.

Decisions outside established authority—including hiring, discipline, compensation changes, and significant HR matters—must be referred to the appropriate manager.

The duties listed are not all-inclusive. Additional administrative and operational responsibilities may be assigned as business needs change.

Making a Difference at Lumberjacks

The Office Support Specialist plays an important part in the success of our team. Every accurate payroll, timely client response, organized record, and completed follow-up helps Lumberjacks run smoothly. This is an opportunity for someone who takes pride in doing things well, enjoys variety, and wants to become a dependable, knowledgeable part of a growing company.

Pay: $20.00 - $25.00 per hour

Expected hours: 35.0 – 45.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $20 - $25