We are hiring for a Branch Administrator based in Delray Beach, FL
The Administrator supports the branch team and Branch Manager by efficiently and effectively handling the administrative functions of the Branch. Branch Administrators serve as the key contact point for employees, clients, region, and corporate.
What you’ll do:
Payroll
Enter into payroll system all new hires, rehires, and changes as indicated on Personnel Action Forms (PAFs) for hourly Branch employees
Enter/update work orders and cost codes in job cost system to permit timely and accurate weekly labor posting
Enter weekly timesheets into payroll system
Identify timesheet and payroll inaccuracies and/or inconsistencies, and determines appropriate corrections. Resolve missing timesheets or inaccurate timesheets with Operations Managers on a timely basis
Run payroll edits and verify all active Branch employees have been entered accurately
Make any corrections to time entries
Inform Corporate Payroll when entry has been verified
Billing:
Contract:
Obtain approved billing from Account Manager, Branch Manager and Operations Manager
Enter billings into billing system
Print coupons/bills
Mail invoices
Work Order/Snow/Irrigation/Other:
Obtain approved billing from Account Manager, Branch Manager and Operations Manager
Pull work order copies from work order book
Enter billings into billing system
Print coupons/bills
File 1 copy in client work order billing file
Mail invoices
Record billing in work order log
Accounts Receivable:
Run aged receivables report weekly
Note all amounts over 30-45 days for follow up
Review notes on outstanding invoices from Branch Manager, Account Manager, and/or prior calls
Determine and advise Branch Manager on appropriate collection methods, communications, and resources. Call appropriate customer contacts to check on payment status
Make notes from call or log into AR system
Fax or email invoices as necessary
Send collection letters as necessary
Compile background information for legal actions; participate in collection lawsuits as necessary.
Accounts Payable:
Issue Purchase Order (PO) numbers to authorized Branch Team members
Complete PO information and get signatures
Maintain accurate PO binder and log
Match invoices to PO’s
Follow up on purchases made without a PO
Record invoice in PO book
Request add a vendor via intranet, if new vendor needed
Enter invoices into AP system
Submit address changes as necessary to Corporate AP
Get RM or BM approval if vendor payment is less than 45 days
Run A/P edit report weekly and balance to invoices (keep a copy of the edit list)
Mail alphabetized invoices to Corporate with 1 copy of the edit list
General office duties:
Answer phones; determine appropriate personnel to respond to various inquiries
Order supplies based on assessment of needs and budget resources
Run reports as directed by Branch team members
Stamp outgoing mail and sort incoming mail
Prepare client proposals, contracts, correspondence and other miscellaneous items
Filing, including job file maintenance
Human Resources:
Prepare new hire packets
Maintain I-9 binders
Prepare and maintain employee personnel files
Coordinate uniform ordering, distribution, and returns
Coordinate workers compensation reporting and monitor status
Determine OSHA recordable and reportable injuries, and follow OSHA process accordingly.
Accounting Administration:
Prepare month end and monthly close material as directed by Controller and Branch Manager
Skills we’re seeking:
Communicate clearly orally and in writing to a variety of audiences
Identify and solve problems
Proficient in Excel, Word, and Outlook
Ability to learn BrightView’s internal software systems.
Good data entry and typing skills
Ten key number pad by touch
Ability to operate fax, copier, and multi-line phone
Good working knowledge of basic accounting, human resources, general business, grammar, and spelling.
Must possess 2 or 4 year degree in business or a related field and/or 3 – 5 years’ experience in a business office with accounting related