Office Administrator

Job Summary

The general responsibility of the position is to provide administrative support to the Branch operations team. Qualified individuals must have excellent communication skills, be diligent and extremely detail-oriented, well organized, possess proficient computer skills, and work well in a fast-paced deadline-driven environment.

Core Values

• Culture of Safety Safety is always job #1

• A Growing Tradition Plants, Personally, Financially and Professionally

• Employee Owned Personal Pride in Success with an Owners Mentality

• Exceptional Customer Experience Delighting our Clients with our Products and Services

• Good Neighbors Community Pride Sharing our Success

• Respectability Treating Others as we want to be treated

Supervisory Responsibilities

• None

Duties/ Responsibilities

• Operational Support

• Be knowledgeable of accurate utilization of Aspire Project Management Software and to support Branch Operations as needed

• Support the branch operations process for contracts to include new contracts, renewals, contract changes, contract cancelations

• Update client list as needed

• Assist Branch Manager with the management of employee incident reports

• Support Branch with the management of inventory physical count and inventory management process

• Order and maintain uniform and PPE inventory

• Order and maintain office and office cleaning supplies, if applicable

• Answer and direct incoming calls for Branch, if applicable

• Assist Branch management with credit card report submission

• Direct employees to proper company resources as needed

• Distribute weekly attendance and safety sheets as needed

• Maintain safety binder for weekly tailgate talks

• Human Resources

• Complete the onboarding process for all hourly employees

• Assist the Branch Manager with reconciling Paid Time Off (PTO) Requests for hourly employees

• Daily monitoring of Aspire time entry for errors

• Review weekly time review and payroll reports for accuracy and timely submit to the payroll department

• Maintain employee referral and van charge spreadsheet if applicable

• Provide guidance to employees with payroll and/or benefit-related items as needed

• Accounts Payable

• Process, reconcile and submit petty cash requests for reimbursement

• Process Purchase Credits

• Responsible for the accuracy of purchase receipt approval within Aspire system

• Issue and process all purchase orders for Branch indirect costs

• Accounts Receivable

• Review and reconcile monthly maintenance invoices from Aspire to client list

• Complete and submit Client Payment Applications as applicable

• Other duties and responsibilities as assigned

• Process and submit credit memos as requested

• Update client contact information as needed

• Assist branch operations with Accounts Receivable as requested

Required Skills/ Abilities

• Experience with Accounts Payables and Receivables is required

• Proficient with computer software programs including MS Office suite (Word, Excel, Outlook, and PowerPoint)

• Experience in processing confidential information and understanding privacy laws and Company policy governing employee information

• Demonstrated capacity to embrace change. Ability to manage work under pressure

• Great customer service and interpersonal skills

Education and Experience

• Minimum 2 years general office administration experience

• Must be a detail-oriented, self-starter who works individually and in a collaborative team environment

• Strong ability to multitask and handle competing priorities in a constantly changing environment

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer

• Must be able to lift 15 pounds at times

• Must be able to access and navigate each department at the organization’s facilities