JOB SUMMARY: Responsible for the accurate and timely execution of administrative functions, in support of Branch and/or Region operations in conjunction with Corporate functional department needs.
MINIMUM QUALIFICATIONS:
- High School diploma or equivalent.
- BA in Business Administration, Human Resource Management or similar field preferred
Experience
- 2-4 years related work experience.
License or Certification
- Valid Driver’s License in state where employed preferred.
- Certified Public Notary License in state where employed preferred.
Specialized Skills
- Strong internal and external customer service.
- Ability to demonstrate a positive professional demeanor and contribute to a culture of excellence.
- Effective oral and written communication.
- Ability to speak effectively before employees individually or in a group setting.
- Proven track record of very high attention to detail and organization.
- Proven ability to work within time constraints with limited supervision.
- Ability to prioritize workload and change direction quickly depending on deadlines.
- Ability to adjust to changing priorities and handle multiple tasks simultaneously, with attention to detail.
- Intermediate to advanced understanding of the Microsoft Office Suite, CRM and ERP systems.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
-
Bi-lingual English/Spanish strongly required, including ability to read, interpret and translate documents and make verbal presentations.
- Ability to read, write and comprehend English.
- Regular, on-time attendance to established work location.
ESSENTIAL DUTIES
Office Administration
- Assist in organization of company functions and meetings including facility allocation and catering.
- Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing.
- Handles all scheduling associated with office machine maintenance.
- Assist with general IT requests, including cell phone management.
- Monitor the inventory of, and requests for all office supplies and completes online ordering.
- Welcome and directs visitors, vendors and applicants as front desk administrator.
- Responsible for complying with and meeting all company driven deadlines.
- Maintain and protect sensitive company data by adhering to internal security controls.
Fiscal Responsibilities
- May assign system generated Purchase Orders (PO) upon request.
- Reconcile vendor invoices against open PO report.
- Analyze reports and job data for discrepancies or issues and share findings with Office Manager/Controller.
- May manage various stages of work order process, including quote creation, approval, scheduling, and closure.
- Timely and accurate processing of non-recurring accounts receivable invoicing.
Contract Administration
- Assist Business Development with contract proposals, RFP’s and customizing appropriate sales & marketing materials. Consult with Marketing/Customer Service as needed. Responsible for the setup and/or removal of all maintenance accounts in the various computer-based systems related to Branch operations.
- Responsible for generating renewals and revisions of active maintenance contracts.
- When assigned, handle portal activity for key clients and chain accounts.
- Maintain subcontractor list for contract and insurance compliance.
Human Resource Responsibilities
- Reconcile employee timecards and enter data into computer-based system.
- Have a working knowledge of the company Employee Handbook and be able to answer general questions from employees.
- Ensure effective communication to and from employees and Corporate functional groups. May assist with general recruiting functions.
- Assist in on-boarding, orientation and off-boarding of Branch employees.
- Assist with annual healthcare open enrollment.
- Review and process employee status change paperwork to ensure complete, accurate, and compliant information.
- Review and process payroll variances, including missed pay, additional pay, or pay correction requests.
- Ensure accuracy of I-9 documents and active and inactive records are kept in compliance of federal regulations.
- Review and submit incident reports into online system.
