Admin & HR | Administrative Assistant - FT

Tip Top Tree Service Ltd is a growing tree care company based in Victoria, BC, with a strong focus on safety, production, and teamwork.

We are looking for a reliable and capable Administrative Assistant to support our day-to-day office and field operations. This is a hands-on role involving scheduling, customer communication, permit applications, accounts receivable, and general administrative support. You’ll work closely with our operations team while managing your own responsibilities independently.

What you’ll be responsible for

Administrative & Operations Support

● Answering phone calls and emails in a professional, efficient manner

● Scheduling quotes and coordinating with our sales arborists

● Entering and maintaining accurate information across systems (Google Suite, Arbostar, QuickBooks Online)

● Keeping internal systems, files, and records organized and up to date

● Supporting day-to-day operations and assisting management as needed

Permits & Client Coordination

● Preparing and submitting tree and street permit applications based on field data

● Communicating with clients to gather required information and guide them through the permit process

● Tracking permit applications, approvals, and denials with municipalities

● Following up to ensure applications continue moving forward

Accounts Receivable & Bookkeeping Support

● Posting customer payments and applying them accurately

● Managing accounts receivable, including following up on outstanding invoices

● Communicating with customers regarding balances in a clear and professional manner

● Posting expenses and assisting with basic bookkeeping tasks

● Coordinating with the sales team to resolve any billing or payment issues

What we’re looking for

● Experience in an administrative, coordination, or office support role

● Strong organizational and time management skills

● Clear, professional communication (written and verbal)

● Comfortable speaking with customers and confidently following up when needed

● Able to keep conversations focused, efficient, and respectful of others’ time

● Confident using technology and learning new systems (Google Suite, CRM software, QuickBooks Online)

● Able to work independently and stay productive without close supervision

● Good judgment and problem-solving ability — comfortable figuring things out and taking initiative when appropriate

Nice to have (not required)

● Experience with QuickBooks Online

● Experience with CRM systems (Arbostar or similar)

● Interest or experience in marketing tasks (Google Ads, website updates, email campaigns)

To apply: please send your resume and a brief cover letter outlining your relevant experience and why this role is a good fit for you.

Job Types: Full-time, Permanent

Pay: $23.98-$30.00 per hour