Office Administrator / Operations Coordinator

Job Description

Job Description

Appalachian Tree Care LLC is seeking a motivated, organized, and driven Office Administrator / Operations Coordinator to support our rapidly growing vegetation management and right-of-way operations across WV, VA, OH, and PA.

This position plays a critical role in keeping field operations, compliance, scheduling, payroll, invoicing, and customer communication organized and moving efficiently. We are looking for someone who can handle fast-paced operations, multitask under pressure, and help support multiple crews and contracts at once.

This is not a basic desk job — this role is part of the backbone of operations for a production-focused contractor working with state agencies, utilities, and federal clients.

Responsibilities

• Manage office operations and daily administrative tasks

• Handle scheduling for crews, equipment, hotels, and travel

• Assist with payroll, time tracking, and employee onboarding

• Organize project files, estimates, invoices, and compliance documents

• Coordinate with foremen, subcontractors, vendors, and customers

• Assist with contract submissions, bid documents, and proposals

• Maintain digital filing systems using Google Drive and company software

• Track certifications, safety documents, herbicide licenses, and training records

• Support QuickBooks invoicing, expense tracking, and project organization

• Answer calls, emails, and customer inquiries professionally

• Help coordinate emergency storm response operations during major events

• Maintain professionalism while working in a high-production environment

Preferred Qualifications

• Strong organizational and communication skills

• Ability to multitask and work independently

• Experience with Microsoft Office, Google Workspace, and QuickBooks preferred

• Experience in construction, utility, tree care, trucking, or field service industries is a plus

• Ability to learn fast and adapt in a growing company

• Professional attitude with strong work ethic

• Experience with scheduling, payroll, dispatching, or project coordination preferred

What We Offer

• Competitive pay based on experience

• Opportunity for advancement within a fast-growing company

• Hands-on involvement in large-scale vegetation management and utility operations

• Company-supported training and development opportunities

• Fast-paced team environment with long-term growth potential

About Appalachian Tree Care

Appalachian Tree Care LLC specializes in:

• Utility vegetation management

• Herbicide application and invasive species control

• Right-of-way maintenance

• Tree trimming and removals

• Storm response and emergency restoration

• Federal, state, and utility contract work

We are building a production-focused company designed for scale, rapid response, and long-term growth.