Business & Systems Assistant

As the business continues to grow, we are looking for an organised, proactive Business & Systems Assistant to help keep our office, systems and day-to-day operations running smoothly.

The Role

Working closely with our management, office and operational teams, you will provide administrative and systems support across the business.

This is a varied, hands-on role suited to someone who enjoys keeping things organised, communicating with people and finding better ways of working. You will help ensure information is accurate, actions are followed through and our field teams have what they need to deliver a professional service.

Your core focus will be business administration and operational support, with opportunities to contribute to finance, customer service and marketing., Business Administration & Systems

• Maintain accurate, organised records across our business and job management systems.
• Enter and update client, supplier and job information.
• Prepare reports, spreadsheets and other business documents.
• Track outstanding actions and documentation to help ensure deadlines are met.
• Identify opportunities to simplify processes and improve how we use our systems.
• Provide administrative cover for colleagues during annual leave or absence.
• Handle confidential business and personal information appropriately.

Scheduling & Operational Support

• Assist with scheduling site visits, appointments, meetings and works.
• Support the management of diaries and job schedules.
• Coordinate information between clients, office staff and operational teams.
• Help ensure job details and supporting documentation are available to field teams when needed.
• Update job records and follow up missing information.

Client & Supplier Liaison

• Act as a friendly and professional first point of contact for clients and visitors.
• Answer telephone calls, respond to emails and direct enquiries to the right person.
• Liaise with suppliers, subcontractors and other external organisations.
• Follow up outstanding information and keep clients and colleagues informed.

Finance & Commercial Administration

• Support the preparation and processing of invoices, purchase orders and expenses.
• Maintain accurate supporting records and documentation.
• Assist with routine client and supplier financial queries.
• Provide administrative support to our finance and management teams.

Marketing & Social Media (Optional)

• Help organise photographs, videos and information about completed projects.
• Assist with creating and scheduling content for company social media channels.
• Ensure online enquiries reach the appropriate team member.
• Support general marketing activities and company events when required.

We are looking for someone who is organised, reliable and proactive, with good attention to detail and a willingness to get involved., * Previous experience in administration, business support, customer service or a similar role.

• Strong organisational skills and the ability to manage competing priorities.
• Clear written and verbal communication skills.
• Confidence dealing with clients, suppliers and colleagues.
• Good working knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• Confidence using IT systems and learning new software.
• The ability to work independently and follow tasks through to completion.
• A professional and discreet approach to confidential information.

Experience with job management systems, CRM software, bookkeeping or social media would be helpful, but is not essential. You do not need previous experience in arboriculture; an interest in learning about the business is more important.

• Full-time, permanent employment.
• A Monday-to-Friday working week, 40 hours per week.
• Pay from £13.50 per hour.
• Company pension.
• Free on-site parking.
• Company uniform.
• A varied role working closely with our management and operational teams.
• Opportunities to develop your skills and take on greater responsibility as the business grows.
• A friendly, practical and supportive working environment.

Why Join Heartwood?

You will join Heartwood at an exciting stage of its development, with the opportunity to make a visible contribution to how the business operates.

We welcome people who take ownership, ask questions and suggest improvements. Whether you are keeping job information accurate, helping a client or making an office process simpler, your work will directly support our teams and the service we deliver.

If you enjoy variety, take pride in getting things right and want to grow with a business, we would like to hear from you.

To apply, please submit your CV and a short note explaining why the role interests you.

Pay: From £13.50 per hour

Expected hours: 40.0 per week

Benefits:

• Company events
• Company pension
• Free parking
• On-site parking

Heartwood Tree Surgeons Ltd is an established and growing arboricultural business based in Warwickshire, delivering professional tree care and vegetation management services across the Midlands.

We work with a wide range of commercial, public-sector and private clients, including local authorities, housing associations, estates and construction companies.