Office Administrator

Job Summary

The Office Administrator is responsible for providing 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. This position reports to the Director of Central Services and works closely with the Branch Managers and all departments of the business.

Core Values

1. Culture of Safety – Safety is always job #1
2. A Growing Tradition Plants, Personally, Financially and Professionally
3. Employee Owned – Personal Pride in Success with an Owners Mentality
4. Exceptional Customer Experience – Delighting our Clients with our Products and

Services

1. Good Neighbors – Community Pride – Sharing our Success
2. Respectability – Treating Others as we want to be treated

Duties/ Responsibilities

• Operations
• Manage Aspire and other integrated software systems
• Handle administrative tasks related to weekly and monthly Aspire closures
• Support contract setup and documentation accuracy
• Assist with contract cancellations and renewals
• Update client information and property information in Aspire
• Support branch operations, including inventory management and supply ordering
• Participate in Branch Meeting as the liaison between Operations and Accounting
• Manage office tasks such as answering calls, directing employees, and handling mail
• Human Resources
• Support recruiting, interviewing, and training of Office Administrator candidates
• Complete onboarding and facilitate orientation process for hourly employees
• Assist Branch Managers with temp employee requests
• Support employee recognition and incentive initiatives
• Daily monitoring of Aspire time entries for accuracy and weekly approval
• Provide guidance to employees on payroll and benefit-related matters
• Accounts Payable
• Manage petty cash requests, reconciliation, and reimbursement processing
• Process and distribute manual checks, upon request
• Process purchase credits
• Create and approve purchase receipts/ orders for indirect and direct expenses
• Assist in collecting and reviewing vendor invoices
• Accounts Receivable
• Review and reconcile monthly maintenance invoices from Aspire to client list
• Complete and submit Client Payment Applications
• Process and submit Credit Memos as requested
• Update client billing information in Invoice Assistant, as needed
• Assist branch operations with Accounts Receivable requests

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
• Strong ability to multi-task and handle competing priorities in a constantly changing environment
• Must be a detail-oriented, self-starter who works individually and in a collaborative team environment

Education and Experience

• Minimum 2 years general office administrative experience preferred

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds

This job description is not a complete statement of all duties and responsibilities comprising the position. Job descriptions are not intended and do not create employment contracts.