SUMMARY

Branch admins are responsible for the success of their facility. They are responsible for managing office communications and facilitating key tasks and procedures. They also perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

Human Resources:

• Hire new employees:
  • Create and maintain new hire packets
  • Set up and order for new employees needing company phones, business cards, company credit cards, computers, etc.
  • Stay up to date on compliance
  • Conduct new hire orientations which include AboutTime and safety training for new employees Safety
  • Schedule POETS for new hires

• Employee info tracking:
  • Track available sick days, benefits, pay rates, start dates
  • Track assets assigned to the employee i.e. trucks, phones, etc.

• Fleet tracking:
  • Track of who is assigned to which company vehicle
  • Manage fleet preventative maintenance
  • Keep updated insurance and registration, etc., including shop forklift and trailers

• Employee info:
  • Processing merit and status change forms
  • Personal information changes
  • Vacation requests
  • Maintain employee files etc.

• Employee Promotions
  • Set up with company phones, business cards, company credit cards, computers, etc.

• Order credit cards & request limit adjustments
• Keep employee phone list updated

Payroll:

• Train employees on About Time and setting up devices
• Process
  • Daily time and authenticate time records
  • Monitor & process per diem
  • Process time off requests in AboutTime & submit approved paperwork to corporate
  • Approve daily time records
  • Approve weekly time journals

• Handle questions regarding checks, request for time off, and vacation time

Product Ordering:

• Order and stock office equipment, office supplies, and documents from printer. Includes office water, cleaning supplies, coffee, etc.
• Order and furnish employees with shirts, hats, sweatshirts, gloves, and misc. safety gear.

Technical Management:

• Order and activate devices for employees; company phones, tablets, and laptops.
• Set up emails, AboutTime, FCS, etc.
• Work with Nexustek to set up and order new employees and promotions with computers, laptops, etc.
• Handle any miscellaneous tech issues that come up – locked out of email, issues with AboutTime, etc.
• Nexustek’s point of contact for branch

Project Coordination:

• Compile job info and enter new jobs in to Timberline (Including enter estimates and contracts)
• Review contracts and secure all requested documentation
• Enter change orders in system
• Enter all sub-contracts (insurance and all other docs)
• Create SOVs (and enter in system)
• Request / Secure / Renew
  • Building permits
  • State and city business licenses
  • Insurance certificates
  • Bonds and Consent of Surety (for Projects or Bids)
  • Supplier lien waivers and finals
  • Pre-liens
  • Permit/manufacturer inspections
  • Insurance for each job
  • Payment & performance bonds as needed

• Register jobs for Manufacturer Warranties
• Submit wage decisions for prevailing wage to Phoenix
• Prepare job books (print and bind)
• Run job cost reports, labor reports, and billing worksheets
• Prepare WIP notes, attend WIP meetings
• Enter job info in to FCS (NEW)
• Invoice jobs and make collection calls on invoices; track payment and overdue accounts
• Close out jobs in Timberline
• Assist in job close out documents with PM
• Point of contact for GM’s and owners with admin

Purchase Orders:

• Order product through vendors
• Create PO’s in Timberline – getting information to the requestor and the vendor
• Track PO costs on ongoing jobs

Service:

• Write up work orders for service calls (small repairs and leak calls)
• Enter service info in to Timberline and FCS
• Dispatch service calls to available techs
• Track service progress and follow up with techs and clients. Provide clients with status updates and pictures, etc.
• Calculate cost and invoicing service calls to clients. Collections and payment tracking.

Safety:

• Field incoming accident/injury paperwork and inquiries

Accounting:

• Weekly payment projections for corporate
• Handle questions/discrepancies regarding payroll, benefits, vacation time, lodging, and all policies
• Record and track all invoicing, payments, and change orders
• Set up new customers in AR system
• Weekly, fill out and send in Visa Recaps for employees with company credit cards; and Home Depot recaps for those with Home Depot Cards.
• Create spreadsheets, policies, etc. as requested
• Enter inventory in Timberline/Sage
• Collections
• Set up new customers in AR

Miscellaneous:

• Book flights, rental cars, hotels for travel and manage ongoing reservations for extensions, changes, etc.
• Answer branch incoming calls and forward calls / taking messages
• Fax, copy, scan, file, etc.
• Set up files and local systems in branch, also E-files
• Occasionally run product out to jobs
• Run errands (post office, office supplies, Costco, etc.)
• Notarize documents as needed
• Send out Fed Ex items and certified letters
• Track down paperwork from those not turning in paperwork from all areas

Special Projects:

• Project positive tone for branch and customers
• Maintain organization of the branch
• Financial statements, project completion & profit
• Special projects as assigned

SUPERVISORY RESPONSIBILITIES: None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• A bachelor’s degree in a related field of study and at least three (3) years of relevant experience is required for consideration
• Prefer 2-3 years’ experience with contracting or construction office background
• Prior experience working with contracts and or insurance preferred
• Ability to problem solve and provide solutions within the same day
• Ability to support multiple managers
• Ability to work effectively both independently and as part of a team.
• Experience using computers for a variety of tasks.
• Competency in Microsoft applications including Word, Excel, and Outlook.
• Knowledge of file management, transcription, and other administrative procedures.
• Ability to work on tight deadlines.
• Positive attitude and team player
• Ability to communicate via verbally and via written means
• Valid Driver’s License is a Plus, Reliable Transportation a Must!
• Roofing/Construction Industry background a Plus!
• Sage 300/Timberline and Kronos experience is a plus
• Bilingual in Spanish plus as well!

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions in mathematical or diagram form and deal with abstract and/or concrete variables.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

HEALTH AND SAFETY RESPONSIBILITIES:

Adhere to all safety rules and procedures. Bring unsafe acts and conditions to the attention of the manager. Correct hazards and unsafe conditions. Train other associates in safe work practices. Investigate accidents, near-accidents, and potential hazards. Actively participates in housekeeping activities and in the safety and health program.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to lift and carry between 15 and 25 pounds.
• Ability to twist, reach, bend, stoop, and squat occasionally.
• Must be able to lift material and equipment above a person’s head to stack.
• Must be able to sit in an office/desk environment for long periods of time.
• Must be able to use a keyboard and mouse for long periods of time.

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