Receptionist & Scheduling Coordinator

About the role

Almstead Tree and Shrub Care Co. is a second-generation, family-owned arboriculture firm established in 1964 that services residential and commercial clients throughout the NY, NJ, and CT tri-state area. As a TCIA-accredited company, we are committed to environmentally responsible practices and to supporting our employees' professional growth, safety, and quality of life. We are looking for a friendly, organized, and dependable Receptionist & Scheduling Coordinator to join our New Rochelle office. As the first point of contact for our clients, you will play a crucial role in ensuring a positive experience for everyone who calls or visits Almstead.

In this position, you will be responsible for answering incoming telephone calls, scheduling appointments for our arborists, maintaining accurate arborist calendars, and recording customer information in our company database. You will work closely with our arborists and office team to ensure that every inquiry receives prompt attention and every appointment is scheduled correctly. To succeed in this role, you should communicate warmly and professionally, listen carefully, record information accurately, and remain composed while handling multiple calls and changing schedules.

Responsibilities

• Answering, screening, and directing incoming telephone calls promptly and professionally
• Providing a welcoming and helpful first point of contact for clients, prospective clients, and visitors
• Listening to customer questions and concerns, gathering the necessary property and service information, and routing technical questions to the appropriate team member
• Scheduling, rescheduling, and confirming appointments for arborists
• Maintaining accurate arborist calendars while considering availability, service area, and existing commitments
• Recording complete customer details, appointment notes, and follow-up information in the company database
• Monitoring and responding to voicemail, e-mail, and website inquiries in a timely manner
• Providing clients with general information about Almstead's services and explaining appropriate next steps
• Communicating schedule changes, cancellations, and urgent requests to arborists and office staff
• Addressing routine customer-service concerns and escalating technical, safety-related, or complex matters appropriately
• Greeting visitors and directing them to the appropriate employee or department
• Assisting with customer records, filing, scanning, data entry, and other general office duties when telephone coverage permits
• Adhering to company policies and customer-service standards to deliver a consistently superior client experience

Requirements

• High school diploma or equivalent required
• One or more years of receptionist, appointment-scheduling, call-center, or customer-service experience preferred
• Excellent verbal communication, listening, and telephone-etiquette skills
• Friendly, professional, and patient approach to customer service
• Strong organizational skills and careful attention to detail
• Ability to manage multiple telephone calls, calendars, and requests in a fast-paced environment
• Comfortable using Microsoft Outlook, Word, and Excel
• Experience with scheduling, CRM, or customer-database software is preferred
• Ability to learn basic tree, shrub, and lawn-care terminology and accurately communicate customer concerns
• Experience in a home-service, landscaping, property-service, or similar service business is a plus
• Bilingual English and Spanish skills are a plus
• Reliable, punctual, and able to work collaboratively with arborists and office personnel

Benefits

• Competitive compensation package, $22 - $26 per hour based upon experience
• Medical, dental, and vision insurance
• 401K retirement savings plan
• Paid time off
• Opportunities for professional growth and advancement