Senior Branch Administrator

Salary Range: $60,000.00 To $70,000.00 Annually

The Senior Branch Administrator is expected to have a very clear understanding of accounts receivable and accounts payable processes as well as a demonstrated ability to supervise employees carrying out these functions. They follow Company policies overseeing and/or carrying out certain accounts receivable and accounts payable tasks while also supporting the Branch Manager/Branch Manager Designate in completing projects. The Senior Branch Administrator communicates directly with salespeople, customers and vendors while acting as the key administrative liaison with the Head Office Accounts Payable and Corporate Credit Departments.

Oversee and guide completion of, or complete accounts receivable tasks including:

• Facilitate submission of customer credit applications to the Corporate Credit Department for processing and approval, assisting salespeople as needed.
• Post and distribute daily customer invoices.
• Enter deposits and apply payments in ERP system.
• Collect receivables and follow up on past due amounts and short payments in a timely manner.
• Maintain and document collection activity.
• Reconcile customer accounts as needed.
• Communicate with salespeople to ensure accuracy and completeness of customer billing, and regarding balances owing.
• Assist in month end processes by closing A/R and A/P in a timely manner.
• Assist Salespeople and Project Managers to communicate with customers about payment terms that differ from Allmar’s standard terms.
• Participate in weekly branch meetings to learn about any customer issues and to communicate the need for help with collections.
• Respond to customers, employees and Head Office inquiries in a timely manner.
• Assist Branch Manager/Branch Manager Designate with upholding Company credit policies and procedures.
• Continuous administration of contracts including:
  • Contract folder set up to ensure all required information is provided and correctly entered in system
  • Assist Salespeople or Project Managers with review of contract terms.
  • Working with Corporate Credit Department with getting contracts signed.
  • Reconcile contract values quoted with stated amounts in contract and with contract values set up in ERP system.
  • Preparation and Distribution of monthly contract invoices, including holdback invoices.
  • Distribute contract close out and warranty documents.
• In Coordination with Head Office:
  • Complete and distribute statutory declarations for customers.
  • Complete application for bonds.
  • Ensuring completion of contract checklist and forward to Head Office for signing.
  • Distribute certificates of insurance to customers and any other required builder forms.

Oversee and guide completion of, or complete accounts payable tasks including:

• Match vendor invoice to purchase order receipts using ERP system.
• Organize and file receiving reports for audit purposes.
• Manually code non-inventory vendor invoices for payment.
• Submit copies of invoices to Head Office for payment.

Maintain vendor filing system, including invoices, receiving reports, and packing slips.

• Submit vendor credit applications to Head Office for processing and approval.
• Work with purchasers and/or vendors to resolve invoice/purchase order discrepancies and to ensure Company receives vendor credits in a timely manner.
• Review vendor statements to ensure all outstanding invoices are accounted for and credits are properly posted.
• Assist in month end processes by closing A/P in a timely manner.
• Participate in weekly branch meetings to learn about any customer or vendor issues and to communicate the need for help.

Oversee and guide completion of, or complete other tasks including:

• Reconcile and submit replenishment requests for petty cash.
• Lead or assist with inventory count.
• Other…