Customer Service Coordinator

Arborwood Tree Service is seeking a highly organized, energetic, and customer-focused professional to join our team as a Customer Service & Operations Coordinator. This is a fast-paced administrative role that serves as the central hub between our clients, Arborist Sales Consultants, operations team, and finance department.

The successful candidate will support three Arborist Sales Consultants by managing calendars, coordinating appointments, optimizing daily travel routes, and ensuring exceptional customer service throughout the client experience.

Customer Service & Sales Support

• Answer incoming phone calls and respond to customer inquiries promptly and professionally.
• Manage incoming emails and online leads.
• Schedule consultations and appointments for three Arborist Sales Consultants.
• Coordinate and optimize daily routes and appointment schedules.
• Follow up with clients regarding appointments, documentation, and service requests.
• Maintain accurate customer records within the company CRM.

Operations & Permit Management

• Coordinate and manage municipal tree removal permits.
• Process and track road occupancy, road closure, and access permits.
• Liaise with municipalities, utilities, and clients regarding permit requirements.
• Ensure all permits and approvals are obtained prior to work commencement.
• Monitor permit deadlines and maintain compliance records.

Administrative & Reporting Support

• Assist the finance department with administrative requests and documentation.
• Prepare and distribute weekly reports for management and team meetings.
• Maintain digital records and filing systems.
• Generate CRM and operational reports as required.
• Support internal communication and workflow management.

Technology & Process Management

• Utilize CRM systems to manage customer information and sales activities.
• Assist with implementation and use of AI-powered tools and workflows.
• Support process improvements and operational efficiencies.
• Maintain high standards of data accuracy and organization.

Requirements

Required

• Professional verbal and written English communication skills.
• 3+ years of experience in a customer service, administrative, or operations coordination role.
• Experience coordinating internal scheduling with Arborist Sales Consultants and management.
• Experience communicating with homeowners by phone and email.
• Proficiency with CRM software, Microsoft Office, and cloud-based business systems.
• Experience within the arboriculture, landscaping, construction, or trades industry.
• Knowledge of municipal permitting processes, including tree removal permits and road occupancy or road closure permits.
• Experience coordinating with municipalities or utilities.
• Eligible to work in Canada.

Preferred

• Experience with route planning and scheduling.
• Familiarity with AI tools and business automation software.
• Experience with Jobber, QuickBooks, Google Workspace, or similar platforms.

Benefits

• Opportunities for growth and professional development.
• Supportive team environment.
• Exposure to cutting-edge technology and AI-driven business systems.
• The opportunity to play a key role in the continued growth of Arborwood Tree Service.