Administration Coordinator

Customer Care Administrator / Admin Coordinator

Purpose of the Role

 The Customer Care Administrator / Admin Coordinator provides high-quality administrative support to a range of stakeholders across the Enviro Trees UK business. This role sits at the heart of the customer care function, ensuring that client reports, job management activities, and communications are handled accurately, promptly, and to a consistently high standard.

Key Responsibilities

Report Production

• Collaborate with the Enviro Trees management team, arborists, data collectors, and consultants to create and complete client reports.

• Compile information gathered by Enviro Trees arborists and data collectors from customer sites, incorporating their findings and recommendations into reports.

• Use multiple internal systems to pull together data required for report completion.

Job and Systems Management

• Create and manage jobs using Enviro Trees work management systems, including Tree Manager, Fastfield, Tree Plotter, SharePoint, and Excel-based documents.

• Update customer portal sites with job-related information as jobs are accepted and progressed through to completion.

Customer and Stakeholder Communication

• Manage inbound and outbound communications — including phone calls and email — with Tree Partners, customers, and internal Enviro Trees team members.

• Manage shared email inboxes, ensuring timely and professional responses.

• Coordinate with UK councils via email to confirm Tree Preservation Order (TPO) and Conservation Area (CA) guidelines.

Tree Works Support

• Support the Enviro Trees tree works business by assisting with:

• Job creation

• Inbox and call management

• Outbound client and partner communications

• Completion of tender documents and other customer-facing materials

Invoicing

• Process invoices for data collectors and clients accurately and in a timely manner.

Reporting and KPI Surveys

• Compile standard report templates required by major customers, drawing on Enviro Trees software systems and liaising with tree contractors and management.

• Conduct customer KPI surveys and update Tree Manager accordingly.

• Summarise and assess KPI results over an agreed period for review by the management team.

Health & Safety and Compliance

• Maintain registers of H&S and quality audits conducted on Enviro Trees Tree Partners.

• Take ownership of audit action items, ensuring they are completed prior to due dates.

• Support the customer care team with compliance functions, including uploading documents and monitoring the compliance status of Tree Partners.

Marketing Support

• Support marketing initiatives by gathering information that forms the basis of case studies showcasing the business.

• Draft case studies and other marketing documents as required.

REQUIRED ATTRIBUTES AND EXPERIENCE

• Fluent English speaker with strong written communication skills.

• Demonstrated experience in report writing or the production of similar formal documents.

• Proficient in Microsoft Office and comfortable using a range of technology platforms.

• Willingness and ability to learn the detail of the Enviro Trees business, its systems, and processes.

• Ability to build rapport with a varied group of stakeholders, including Tree Partners and clients.

• Strong attention to detail and a commitment to accuracy.

• Ability to work independently, manage competing priorities, and use initiative.

• Able to remain effective and composed when working under pressure.

Key Performance Indicators

 Performance in this role will be assessed against the following indicators:

• Written work is consistently delivered to a high standard of accuracy in grammar, spelling, and layout.

• Clear, professional, and timely verbal and written communication with all stakeholders.

• Tasks completed accurately, on time, and in accordance with management direction.

• Jobs created and updated in work management systems without errors or delays.

• Invoices processed accurately and within agreed timeframes.

• H&S and quality audit registers maintained and actions closed out prior to due dates.

• KPI survey results compiled and summarised within agreed reporting periods.

• Attendance, punctuality, and reliability consistent with business expectations.