Branch Assistant - Clinton, MD, United States - Progressive Roofing

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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