Branch Administrator

Employer
BrightView
Location
Baltimore, MD
Posted
Sep 15, 2017
Closes
Sep 18, 2017
Function
Administrative
Hours
Full Time
Brighter futures start here. Welcome to BrightView. We're a team of talented professionals, driven by results and relationships, and committed to taking care of each other, clients, and communities. BrightView was recently formed through the combination of landscape industry pioneers and leaders, Brickman and ValleyCrest. This defining event united more than 140 years of experience, an extraordinary portfolio of high-profile projects and clients, and a vast, national network of expertise and innovation. As one and true to our name, we're reinventing the industry while affording our 22,000+ team members access to the most comprehensive training, resources, benefits, mentorship, and opportunities for career advancement. A brighter future is in your hands. We're currently seeking a Branch Administrator. The Branch Administrator supports the branch team and Branch Manager by efficiently and effectively handling the administrative functions of the Branch. Branch Administrators serve as the key contact point for employees, clients, region, and corporate. What you'll do: Payroll Enter into payroll system all new hires, rehires, and changes as indicated on Personnel Action Forms (PAFs) for hourly Branch employees Enter/update work orders and cost codes in job cost system to permit timely and accurate weekly labor posting Enter weekly timesheets into payroll system Identify timesheet and payroll inaccuracies and/or inconsistencies, and determines appropriate corrections. Resolve missing timesheets or inaccurate timesheets with Operations Managers on a timely basis Run payroll edits and verify all active Branch employees have been entered accurately Make any corrections to time entries Inform Corporate Payroll when entry has been verified Billing: Contract: Obtain approved billing from Account Manager, Branch Manager and Operations Manager Enter billings into billing system Print coupons/bills Mail invoices Work Order/Snow/Irrigation/Other: Obtain approved billing from Account Manager, Branch Manager and Operations Manager Pull work order copies from work order book Enter billings into billing system Print coupons/bills File 1 copy in client work order billing file Mail invoices Record billing in work order log Accounts Receivable: Run aged receivables report weekly Note all amounts over 30-45 days for follow up Review notes on outstanding invoices from Branch Manager, Account Manager, and/or prior calls Determine and advise Branch Manager on appropriate collection methods, communications, and resources. Call appropriate customer contacts to check on payment status Make notes from call or log into AR system Fax or email invoices as necessary Send collection letters as necessary Compile background information for legal actions; participate in collection lawsuits as necessary. Accounts Payable: Issue Purchase Order (PO) numbers to authorized Branch Team members Complete PO information and get signatures Maintain accurate PO binder and log Match invoices to PO's Follow up on purchases made without a PO Record invoice in PO book Request add a vendor via intranet, if new vendor needed Enter invoices into AP system Submit address changes as necessary to Corporate AP Get RM or BM approval if vendor payment is less than 45 days Run A/P edit report weekly and balance to invoices (keep a copy of the edit list) Mail alphabetized invoices to Corporate with 1 copy of the edit list General office duties: Answer phones; determine appropriate personnel to respond to various inquiries Order supplies based on assessment of needs and budget resources Run reports as directed by Branch team members Stamp outgoing mail and sort incoming mail Prepare client proposals, contracts, correspondence and other miscellaneous items Filing, including job file maintenance Human Resources: Prepare new hire packets Maintain I-9 binders Prepare and maintain employee personnel files Coordinate uniform ordering, distribution, and returns Coordinate workers compensation reporting and monitor status Determine OSHA recordable and reportable injuries, and follow OSHA process accordingly. Accounting Administration: Prepare month end and monthly close material as directed by Controller and Branch Manager Skills we're seeking: Communicate clearly orally and in writing to a variety of audiences Identify and solve problems Proficient in Excel, Word, and Outlook Ability to learn BrightView's internal software systems. Good data entry and typing skills Ten key number pad by touch Ability to operate fax, copier, and multi-line phone Good working knowledge of basic accounting, human resources, general business, grammar, and spelling. Must possess 2 or 4 year degree in business or a related field and/or 3 - 5 years' experience in a business office with accounting related responsibilities. Perks: Competitive salary Paid time off Medical, dental, and vision insurance BrightView Landscapes, LLC is an Equal Opportunity and E-Verify Employer. PI99286498