Business Operations Coordinator

Position:
Business Operations Coordinator

Reports to:
Branch Manager

Classification:
Full-Time Hourly Non-Exempt

Position Core Profile: The Branch Administrator will play a pivotal role in ensuring the efficient operation of our branch, supporting both the Branch Manager and various teams within the organization. This position encompasses a range of administrative tasks including HR support, accounting functions, sales assistance, and operational duties. The ideal candidate will be proactive, detail oriented, and possess strong problem-solving abilities, ensuring seamless communication and processes within the branch.

Differentiators:

• Industry: Demonstrated understanding of the landscaping or similar industry.
• Technology and Systems: High level of technological proficiency, including experience with accounting and HR software, MS Office Suite, and communication tools.
• Prioritization and Detail: Exceptional organizational skills and attention to detail, with the ability to prioritize and manage multiple tasks efficiently.

Accountabilities:

• Branch Operations Support: Support various operational tasks to ensure smooth daily activities within the branch;
  Answer incoming phone calls and handle inquiries professionally and efficiently;
  Arrange travel accommodation for staff as required;
  Oversee uniform distribution and inventory management.
• Sales & Client Support: Aid the sales team with the preparation and management of sales contracts;
  Maintain accurate records of sales transactions and client interactions;
  Support sales initiatives and contribute to achieving branch sales targets.
• Accounting & Financial Administration: Receive and key invoices into the accounting system accurately and promptly;
  Ensure timely customer payment processing and follow-up on outstanding payments;
  Assist with financial reporting, reconciliation, and other accounting tasks as needed.
• Human Resources & Employee Support: Conduct new employee orientations and manage onboarding processes;
  Coordinate H2B travel, accommodations, and onboarding;
  Assist payroll coordinator with preparing and processing payroll for branch employees;
  Maintain accurate employee records and manage data entry tasks;
  Assist with work compensation claims and ensure compliance with safety regulations;
  Serve as the liaison between HR leadership and branch employees, effectively communicating policies and updates.

This list of responsibilities is not exhaustive, and other duties may be assigned as dictated by business needs.

Experience and Qualifications:

• Education: High school diploma or equivalent required. Associate preferred.
• Experience: Proven experience in administrative roles, preferably within the landscaping or related industry.
• Technical Proficiency: Strong knowledge of ERP systems, Microsoft Office Suite (Excel, Word, Outlook), and accounting software.
• Skills:
  • Strong HR and accounting knowledge, with experience in payroll processing, invoice management, and HR compliance a plus.
  • Excellent verbal and written communication skills, with the ability to tailor messages to different audiences.
  • Solid interpersonal skills with the ability to build and maintain positive relationships with employees, customers, and vendors.
  • Demonstrated ability to handle confidential information with discretion.
  • Strong problem-solving skills, with a proactive and solution-oriented mindset.
  • Ability to adapt quickly to changing priorities and work effectively under pressure.
  • Strong sense of ownership and accountability, with a commitment to delivering high-quality results.
  • Ability to pivot responsibilities as needed.

Key Performance Metrics:

• Timely and accurate completion of daily tasks and adherence to standard procedures.
• Quality and responsiveness of support provided to internal teams and external clients.
• Precision and timeliness in processing invoices, payments, and financial reports.
• Effectiveness in onboarding, recordkeeping, and supporting HR and safety compliance.
• Ability to coordinate across departments and contribute to process improvements.

Working Conditions and Availability Disclosure:

• Standard business office setting with desk workstations, computers, and office equipment. The role primarily involves prolonged periods of sitting, frequent use of a computer, and occasional lifting of files or office supplies (up to 20lbs.)
• Typically, Monday-Friday, standard business hours with flexibility and willingness to work non-standard business hours and days as needed.
• Occasional travel to other branches or offices, as needed.

The above statements describe the general nature and level of work to be performed.