Administrative Assistant - III

Job Title: Administrative Assistant III

About Us:

ArborPro, Inc is a trusted full-service urban forestry consulting company with over 17 years of experience serving municipalities, universities, and federal government agencies. We are dedicated to providing our clients with a comprehensive range of urban forestry services that enhance the safety, health, and beauty of their communities. Our team of ISA Certified arborists are committed to delivering exceptional service, expertise, and quality results in every project we undertake. We specialize in conducting GIS tree inventories, hazardous tree risk assessments, disease and insect infestation identification, urban forest management plans, and tree mapping software. Our core business includes a comprehensive GIS management software program and tree inventory services, which are essential tools for managing and maintaining healthy urban forests.

Job Description:

We are looking for a high-level Administrative Assistant 3 to manage critical administrative functions, coordinate interdepartmental communication, and support key company initiatives. This position requires a proactive, detail-oriented professional with excellent problem-solving skills and a strong ability to multitask in a fast-paced environment.

As a senior administrative team member, you will handle complex administrative duties, support multiple departments (HR, Fleet, Logistics, Accounting), and contribute to high-level organizational efficiency.

Responsibilities:

Executive-Level Administrative Support:

• Provide direct administrative support to senior leadership, ensuring seamless daily operations.
• Manage sensitive information with discretion, including employee records, compliance documents, and financial data.
• Oversee company-wide correspondence, scheduling, and document management.

Office & Facilities Management:

• Maintain a well-organized, professional office environment, ensuring all supplies and resources are stocked.
• Coordinate vendor relationships, including office supply vendors, service providers, and facility maintenance.
• Ensure office cleanliness and organization by overseeing janitorial duties and facility upkeep.

Communication & Customer Service:

• Act as the primary point of contact for internal and external stakeholders, including vendors, clients, and team members.
• Answer and direct calls professionally, screening and prioritizing inquiries.
• Draft and edit reports, presentations, and internal communications for leadership and other departments.

HR & Employee Support:

• Assist HR leadership with organizing employee training sessions, engagement initiatives, and company events.
• Support payroll and benefits administration by ensuring documentation is accurate and compliant.
• Assist in new hire onboarding, including document collection, scheduling, and system access setup.

Logistics & Operations Coordination:

• Support fleet and logistics operations by managing vehicle records, maintenance schedules, and compliance tracking.
• Track and coordinate travel arrangements for field and office employees as needed.
• Ensure company policies are followed for all administrative functions.

Accounting & Financial Administration:

• Process invoices, track expenses, and support budgeting efforts in collaboration with the accounting team.
• Assist in QuickBooks data entry and financial record management (preferred but not required).
• Reconcile administrative expenses and maintain organized financial documentation.

Process Improvement & Compliance:

• Identify inefficiencies and propose improvements to administrative and operational workflows.
• Ensure compliance with company policies, safety regulations, and confidentiality requirements.
• Take initiative to enhance internal processes and maintain operational efficiency.

Requirements:

• High school diploma or equivalent (Associate’s or Bachelor’s preferred).
• Three or more years of administrative experience required, preferably in a fast-paced corporate or consulting environment.
• Experience in HR, accounting, logistics, or office management highly preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.
• Experience with QuickBooks is a plus but not required.
• Exceptional organizational skills, ability to multitask, and attention to detail.
• Strong problem-solving, strategic planning, and critical thinking skills.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively across multiple departments.

Location:

Yorba Linda, CA

Job Type:

Full-time

Pay Range:

$21.00 - $28.00 per hour (DOE)

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• 401(k) with company match
• Professional development opportunities
• Supportive and collaborative work environment

ArborPro, Inc. is an equal opportunity employer and values diversity in the workplace. We encourage candidates of all backgrounds to apply.

Job Type: Full-time

Pay: $21.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Do you have any accounting experience? If so please explain.
• Please describe in detail your administrative experience.

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Yorba Linda, CA 92887 (Required)

Work Location: In person

Salary : $21 - $28