Maintenance Branch Administrator

Job Title:                         Branch Administrator

Reports to:                      Vice President of Maintenance

Department:                    Maintenance Department

Pay Rate: $30 (plus depending on experience)

SUMMARY:

Provides administrative, financial, and operational support to the branch to ensure accurate reporting, efficient workflows, and overall organizational effectiveness. This role plays a critical part in maintaining financial accuracy, supporting operations, and enabling leadership to focus on growth and client relationships.

PRIMARY RESPONSIBILITIES:

•        Assist in the preparation and processing of monthly billing for maintenance, enhancements, irrigation, and snow services.

•        Ensure all contracts, jobs, and services are accurately entered into company systems (Aspire or equivalent) to include any and all documentation in relation to each property.

•        Track and assist with Accounts Receivable (AR), including aging reports and collection follow-up. Reconciling billing at the end of each month.

•        Support job costing accuracy, including labor, materials, and subcontractor entries.

•        Maintain and distribute weekly and monthly reports (i.e. AR Aging report).

•        Assist in preparing documentation and reporting for weekly operations meetings and monthly reviews.

•        Track invoices and customer payments in accordance with company procedures.

•        Support job setup and closeout processes, ensuring all required documentation is complete and accurate.

•        Track and maintain change orders, including approvals and proper system entry.

•        Serve as a support contact for clients and vendors regarding billing, documentation, and administrative needs.

•        Win contracts in landscape management system verifying all information is accurate before winning.

•        Maintain and organize job files, contracts, COIs, W9s, and compliance documentation.

•        Coordinate communication between Account Managers, Production Managers, and Branch Leadership.

•        Assist with onboarding administrative processes for new hires, including paperwork and system setup.

•        Help enforce standard operating procedures (SOPs) and identify opportunities for process improvement.

•        Ensure data accuracy across all systems and reporting tools.

•        Assist Administrative Support staff with office responsibilities.

•        Work in a fast-paced environment while operating with a high sense of urgency.

•        Must uphold company policies, procedures, and company core values at all times.

ADDITIONAL RESPONSIBILITIES:

·      Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

KNOWLEDGE & SKILL REQUIREMENTS:

•        Organizational & Communication Skills

•        Time Management, Ability to Prioritize, Problem Solving

•        Customer/ Client Focus & Attention to Detail

•        Adaptability in high-pressure situations

•        Experience in collection/receivables processes

•        High School Diploma/GED and/or equivalent work experience

•        Proficient in Microsoft Suite

•        Experience in Aspire or like systems highly recommended

POSITION TYPE / EXPECTED HOURS OF WORK:

This is a full-time position. Days and hours of work are typically Monday through Friday; however, this role requires flexibility. Extended hours, nights, weekends, and on-call availability may be required during peak seasons and snow events.

WORKING CONDITIONS:

·      The work environment characteristics described here are representative of those encountered within an office and on job sites.

·      While performing the duties of this job, the employee is required to frequently inspect properties and may be exposed to ongoing construction and various weather conditions. The noise level in the work environment may range from moderate to loud. This position involves both inside and outside weather conditions. 

·      Some local and occasional overnight travel required; valid state driver’s license required with an appropriate driving record, as determined by the Company’s sole discretion.

·      Employee occasionally lifts and/or moves up to 50 pounds. 

·      While performing the duties of this job, employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. Specific vision abilities include close vision and color vision.

·      Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

·      Employees are expected to maintain professional appearance and represent the Company in a positive manner.