Branch Administrator

Job Summary

We are seeking a dynamic and organized Branch Administrator to join our team and ensure the smooth operation of our office. In this vital role, you will serve as the first point of contact for visitors and clients, manage administrative tasks, and support daily office functions. Your energetic approach and attention to detail will help foster a welcoming environment while maintaining efficient office workflows. This position offers an exciting opportunity to contribute to a professional setting where organizational skills and excellent customer service are highly valued.

Requirements:

• Proven experience in office management, clerical work, or administrative roles with a focus on customer service
• Strong computer skills including proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
• Excellent organizational skills with the ability to prioritize tasks effectively
• Bilingual abilities are preferred to assist diverse clients and staff
• Experience with multi\-line phone systems, data entry, and calendar management is essential
• Knowledge of QuickBooks or similar bookkeeping software is a plus
• Demonstrated professionalism in phone etiquette and personal assistant responsibilities
• High school diploma or equivalent; additional administrative certifications are advantageous

Responsibilities Include:

1\. Accounts Receivable

a. Invoice Creation

i. Use sales quotation and field reports, such as service tickets, to coordinate with salesperson to create an invoice in IFS

b. Invoice Submission

i. Manage process for sending invoices depending on customer requirements such as mail, email, or submitting through an online portal

ii. Coordinate with Service Center to provide any additional customer requirements

c. Invoice Follow\-up/Collections

i. Reach out to customer on sent invoices and catalog all correspondence to assist with collections if needed

2\. Accounts Payable

a. Process Supplier Invoices

i. Collect all incoming invoices from suppliers and code for payment and submission in IFS

ii. Respond to Service Center to make corrections as necessary

b. Supplier Questions

i. Respond to supplier questions regarding invoice status via IFS or Payment Check Registers

c. Reconcile Statements

i. Gather and organize receipts from credit cards, fuel cards, and hotel cards

ii. Use receipts to compare and code all transactions on associated statements

3\. Payroll

a. Enter and Review Employee Time

i. Enter time for employees based on field reports

ii. Review and update time submitted directly by employees

iii. Apply understanding of labor union contract to categorize employee time

iv. Assist employees with corrections

v. Coordinate with other Barnhart branches when employees work for other locations

4\. New Employee Onboarding

a. Complete New Hire Paperwork

i. Review for accuracy and complete any employer areas of new hire paperwork and submit to Service Center

ii. Coordinate required onboarding tasks such as Fit for Duty/drug testing

5\. Contract Paperwork

a. Assist with Contract Requirements

i. Act as go between for the sales team and the Service Center for processing customer contracts

ii. Submit insurance requirements to appropriate individuals and ensure certificates are returned to the customer

iii. File and monitor completion of government required reporting such as L\&I Intents and Certified Payrolls

6\. Office Support

a. Assist with Customer and Job Creation in IFS

b. Answer phones and direct inquiries to appropriate department

c. Monitor and order office supplies

d. Assist with arranging travel for branch employees

Join us as a Branch Administrator to be an integral part of a vibrant team dedicated to delivering exceptional service while supporting the efficient operation of our office. Your proactive attitude and organizational expertise will help us create a positive environment for both clients and colleagues alike.

Pay: $26\.00 \- $30\.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person