Branch Administrator

Summary

Branch admins are responsible for the success of their facility. They are responsible for managing office communications and facilitating key tasks and procedures. They also perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

Human Resources

Hire new employees:Create and maintain new hire packetsSet up and order for new employees needing company phones, business cards, company credit cards, computers, etc. Stay up to date on complianceConduct new hire orientations which include AboutTime and safety training for new employees Safety

Employee info tracking:Track available sick days, benefits, pay rates, start datesTrack assets assigned to the employee i.e. trucks, phones, etc.

Fleet tracking:Track of who is assigned to which company vehicle Manage fleet preventative maintenanceKeep updated insurance and registration, etc., including shop forklift and trailers

Employee info:Processing merit and status change formsPersonal information changesVacation requestsMaintain employee files etc.

Employee PromotionsSet up with company phones, business cards, company credit cards, computers, etc. Order credit cards & request limit adjustments Keep employee phone list updatedPayroll:

Train employees on About Time/WorkMax and setting up devicesProcessDaily time and authenticate time recordsMonitor & process per diemProcess time off requests in AboutTime/WorkMax & submit approved paperwork to corporateApprove daily time recordsHandle questions regarding checks, request for time off, and vacation timeProduct Ordering:

Order and stock office equipment, office supplies, and documents from printer. Includes office water, cleaning supplies, coffee, etc. Order and furnish employees with shirts, hats, sweatshirts, gloves, and misc. safety gear.

Technical Management

Order and activate devices for employees; company phones, tablets, and laptops. Set up emails, AboutTime/WorkMax, FCS, etc. Work with Nexustek to set up and order new employees and promotions with computers, laptops, etc. Handle any miscellaneous tech issues that come up – locked out of email, issues with AboutTime/WorkMax, etc. Nexustek’s point of contact for branch

Project Coordination

Compile job info and enter new jobs in to Timberline (Including enter estimates and contracts)Review contracts and secure all requested documentation Enter change orders in systemEnter all sub-contracts (insurance and all other docs)Create SOVs (and enter in system)Request / Secure / RenewBuilding permitsState and city business licenses Insurance certificatesBonds and Consent of Surety (for Projects or Bids) Supplier lien waivers and finalsPre-liensPermit/manufacturer inspections Insurance for each job Payment & performance bonds as neededSubmit wage decisions for prevailing wage to PhoenixPrepare job books (print and bind) Run job cost reports, labor reports, and billing worksheetsPrepare WIP notes Enter job info in to FCS (NEW) Invoice jobs and make collection calls on invoices; track payment and overdue accounts Close out jobs in TimberlineAssist in job close out documents with PMPoint of contact for GM’s and owners with adminPurchase Orders:

Order product through vendorsCreate POs in Timberline – getting information to the requestor and the vendorTrack PO costs on ongoing jobs

Service

• Write up work orders for service calls (small repairs and leak calls)Enter service info in to Timberline and FCSDispatch service calls to available techsTrack service progress and follow up with techs and clients.
• Provide clients with status updates and pictures, etc.
• Calculate cost and invoicing service calls to clients.
• Collections and payment tracking.

Safety

Field incoming accident/injury paperwork and inquiries

Accounting

Weekly payment projections for corporate Handle questions/discrepancies regarding payroll, benefits, vacation time, lodging, and all policies Record and track all invoicing, payments, and change ordersSet up new customers in AR systemBi-Weekly, fill out and send in Visa Recaps in Concur and Home Depot recaps for those with Home Depot Cards. Create spreadsheets, policies, etc. as requestedEnter inventory in Timberline/Sage Collections

Miscellaneous

Book flights, rental cars, hotels for travel and manage ongoing reservations for extensions, changes, etc. Answer branch incoming calls and forward calls / taking messagesFax, copy, scan, file, etc. Set up files and local systems in branch, also E-files Occasionally run product out to jobs and the general janitorial duties that come with running an office full of men Run errands (post office, office supplies, Costco, etc.)Notarize documents as neededSend out Fed Ex items and certified lettersTrack down paperwork from those not turning in paperwork from all areas

Special Projects

Project positive tone for branch and customersMaintain organization of the branchFinancial statements, project completion & profitSpecial projects as assigned

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required

Prefer 2-3 years’ experience with contracting or construction office backgroundProficiency in office management, including scheduling, filing, and correspondence. Experience in coordinating and managing projects from initiation to completion, including scheduling tasks, tracking progress, and ensuring deadlines are met. Strong verbal and written communication skills to effectively interact with team members, clients, and stakeholders. Excellent organizational skills to manage multiple tasks simultaneously and prioritize effectively. Keen attention to detail to ensure accuracy in documentation, reports, and project deliverables. Ability to identify issues, analyze situations, and develop solutions to overcome challenges that may arise during project execution. Familiarity with office software (e.g., Microsoft Office Suite) and project management tools/software for tracking progress and managing tasks. Ability to collaborate with cross-functional teams and stakeholders to achieve project goals and objectives. Flexibility to adapt to changing project requirements, timelines, and priorities in a fast-paced environment. Demonstrated leadership skills to motivate and guide team members towards successful project outcomes.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions in mathematical or diagram form and deal with abstract and/or concrete variables.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Health And Safety Responsibilities

Adhere to all safety rules and procedures. Bring unsafe acts and conditions to the attention of the manager. Correct hazards and unsafe conditions. Train other associates in safe work practices. Investigate accidents, near-accidents, and potential hazards. Actively participates in housekeeping activities and in the safety and health program.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Ability to lift and carry between 15 and 25 pounds. Ability to twist, reach, bend, stoop, and squat occasionally. Must be able to lift material and equipment above a person’s head to stack. Must be able to sit in an office/desk environment for long periods of time. Must be able to use a keyboard and mouse for long periods of time.

Employment Classification: Full Time Non-Exempt

Duties and responsibilities may be changed at any time at the discretion of management, formally or informally, either verbally or in writing.

All employees are at-will employees.