Branch Administrator

   Reports to:    Branch Manager

Summary:    Assists the Branch Manager and Management team in the daily activities of the branch office. Administers standard operating procedures for branch operations and business management system. Collaborates and assists operations in the administration of maintenance contracts, landscape enhancements/construction, irrigation, water management and pest application services for the branch. Point of contact for communication between branch operations and corporate support. Maintain organizational continuity of administrative procedures/systems between the Branch and Corporate Support to ensure policy, procedures and consistency.

Primary Responsibilities:

1.    Branch Administration
•    Business Management System
a)    Champion for the branch-subject matter expert
b)    Upload client/contract documents – approved work orders, maps, contract documents
c)    Review, revise and produce weekly time reports
d)    Assist Managers with the creation and printing of weekly maintenance tickets
e)    Create, update and receive purchase orders
f)    Assist Managers with data entry of time, travel and overhead as needed
g)    Irrigation work order material allocation – time and material irrigation work order
h)    Proposal Processing – irrigation, sub-contractors, annual color, enhancement document support
i)    Partner with IT/Business Solutions Management to schedule training, resolve issues, introduce system features
•    Assist Branch Operations Management
a)    Branch Manager – agenda preparation, expense reports, meeting minutes, maintain schedule and organize branch meetings/events
b)    Maintain QQT tracking
c)    Managers – client emails/calls, document/map preparation
d)    Report preparation – American Express, small tools, pesticide, fertilizer, lost accounts and new accounts
e)    After Hours Emergency Service program process and procedure
f)    Coordinate communication between Branch and Corporate
g)    Coordinate branch training programs and events
h)    Coordinate information/paperwork distribution between Branch and Corporate
•    Pesticide Application and Notification
a)    Assist Pest Control Tech with weekly schedule
b)    Order chemicals supplies and assist with budget/inventory
c)    Maintain MSDS binder and labels
d)    Create and distribute client notifications
e)    Create/print daily tickets and data entry for completed time
f)    Print Dash Board – schedule for Pest Control Tech
g)    Green sheet data entry – chemical applications
h)    Create and distribute monthly notifications
i)    Prepare and submit monthly application reports
j)    Submit new chemical requests to Branch Manager
•    Vendor appointments and service coordination – green waste, garbage, port-a-potty and construction material bins
•    Support Contract Administration – provide changes to Contract Administrator
•    Tool and Fertilizer Inventory
a)    Organize and maintain inventory and order replacement as needed
b)    Distribute small tools to crew and track usage
c)    Maintain PO/purchase records for the branch




2.    Office Administration
•    Respond to client and vendor calls and dispatch to the appropriate manager in a timely manner
•    Coordination and communication for equipment Inventory, service, repair and distribution
•    Mail/Fax/E-mail Communications
•    Maintain electronic and office files
•    Maintain office supplies, personal protective equipment, forms, janitorial & housekeeping services
•    Support Uniform distribution process
•    Participate in monthly Administration meetings
•    Additional support as needed


Qualifications and Experience:

Required:
H.S. Diploma or its equivalent and 2-4 years of experience in the field or related area
Solutions oriented to resolving issues
Strong communication skills - verbal and written
Organized, responsive, and multi-task
Technology skills
•    Telephone/voice mail
•    Word Processing – MS Word
•    Spreadsheet Entry – MS Excel
•    Data entry and computer support – Internet, MS Office products & Windows Environment
File management – electronic and office
Develop positive client and employee relationships
Professional demeanor and appearance

Preferred:
Bi-lingual Spanish and English