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    Branch Administrator - Clinton, United States - Progressive Roofing

    Progressive Roofing
    Progressive Roofing Clinton, United States

    3 weeks ago

    Default job background
    Description
    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
    • 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/WorkMax and setting up devices
    • Process
      • Daily time and authenticate time records
      • Monitor & process per diem
      • Process time off requests in AboutTime/WorkMax & submit approved paperwork to corporate
      • Approve daily time records
    • 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/WorkMax, 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/WorkMax, 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
    • 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
    • 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 POs 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
    • Bi-Weekly, fill out and send in Visa Recaps in Concur and Home Depot recaps for those with Home Depot Cards.
    • Create spreadsheets, policies, etc. as requested
    • Enter inventory in Timberline/Sage
    • Collections

    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 and the general janitorial duties that come with running an office full of men
    • 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:
    • Prefer 2-3 years' experience with contracting or construction office background
    • Proficiency in office management, including scheduling, filing, and correspondence.
    • Experience in coordinating and managing projects from initiation to completion, including scheduling tasks, tracking progress, and ensuring deadlines are met.
    • Strong verbal and written communication skills to effectively interact with team members, clients, and stakeholders.
    • Excellent organizational skills to manage multiple tasks simultaneously and prioritize effectively.
    • Keen attention to detail to ensure accuracy in documentation, reports, and project deliverables.
    • Ability to identify issues, analyze situations, and develop solutions to overcome challenges that may arise during project execution.
    • Familiarity with office software (e.g., Microsoft Office Suite) and project management tools/software for tracking progress and managing tasks.
    • Ability to collaborate with cross-functional teams and stakeholders to achieve project goals and objectives.
    • Flexibility to adapt to changing project requirements, timelines, and priorities in a fast-paced environment.
    • Demonstrated leadership skills to motivate and guide team members towards successful project outcomes.

    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.
    Employment Classification: Full Time Non-Exempt
    Duties and responsibilities may be changed at any time at the discretion of management, formally or informally, either verbally or in writing.
    All employees are at-will employees.

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