Office & Contracts Administrator – Arboriculture Industry

About the job

Office & Contracts Administrator – Arboriculture Industry
Location: Mascot, Sydney NSW
Job Type: Full-Time
Reporting to: Chief Operations Officer
Industry: Arboriculture / Tree Services

About Us
TreeLink is a leading provider of arboriculture and vegetation management solutions for commercial, government, and strata clients throughout New South Wales. Based in Mascot, we are a friendly, down-to-earth team dedicated to safety, professionalism, and exceptional client service.

About the Role
We’re seeking a proactive and highly organised Office & Contracts Administrator to be the backbone of our daily operations. This role blends general administration, scheduling, HR and payroll support, compliance, and contract management. You’ll keep the wheels turning smoothly – from answering calls and booking jobs to ensuring contracts, applications, and staff records are up to date.

Key Responsibilities

• General Administration: Answer and direct calls/emails, conduct follow-ups, amend and enter quotes, scan/file documents, order stationery and PPE, Organise documentation for tender/project work prior to deadline
• Scheduling & Coordination: Book and arrange quotes/jobs in an efficient order, maintain estimator calendars, and liaise with clients, councils, and residents.
• Contracts & Finance: Prepare and submit contract payment claims, assist with invoicing, reconcile expenses, and support the finance team.
• Council Applications: Manage expectations and follow up on outstanding approvals.
• HR & Payroll Support: Onboard new staff, maintain training and qualification records, process leave, timesheet approval and Payroll using Xero and Deputy, organise uniforms/PPE, book training, draft ads and contracts, shortlist candidates, and schedule interviews/trial days.
• Compliance & Safety: Maintain administrative WHS records, fleet and equipment servicing schedules, and ensure documentation is up to date.
• Other Duties: Assist with tender/project documentation, generate reports, Assist with processing invoices, reconciling expenses, and liaising with the finance team for payments and support management with ad hoc tasks.

Preferred Skills

What We’re Looking For?

• Proven experience in office administration or contracts administration (trades, construction, or tree industry experience is a bonus).
• Strong organisational skills with the ability to prioritise and multitask.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office and admin software (experience with AroFlo ideal).
• Friendly, proactive attitude with the ability to work both independently and in a team.
• Qualifications in Business Administration (desirable but not essential).
• Experience in the Arboriculture industry

Skills:

• Strong organizational and time management skills
• Excellent verbal and written communication
• Proficiency in Microsoft Office (Word, Excel, Outlook) and other business software
• Ability to multitask and prioritize workload effectively
• Attention to detail with a high level of accuracy
• Problem-solving skills and initiative
• Experience in customer service and stakeholder engagement
• Ability to work both independently and as part of a team

Benefits Offered

Why Join TreeLink?

• Supportive, collaborative, and approachable team culture.
• Long-term stability with a growing business.
• Career progression opportunities as our company grows
• Opportunities to broaden your skills across operations, compliance, and contracts.
• Convenient Mascot location – close to transport and tunnels, with free on-site parking.

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About the Company

TreeLink Pty Ltd

Tree Link is a leading Arboriculture specialist providing complex arboricultural solutions for the commercial and government sectors. Over the years we have developed a strong culture of delivering quality work with a reputation for service excellence. Our teams enjoy a dynamic work environment which can vary day to day from: Local government area works, Storm and Bushfire clean up works, Rail Work, Civil and Infrastructure work such as road side clearing, Property maintenance work on large commercial premises.