Branch Administrator & Receptionist

Job Title:
Branch Administrator & Receptionist

Position Overview:

The Branch Administrator & Receptionist helps the accounting function by ensuring accurate job, purchasing, and service data is maintained within the Aspire management system. This role plays a critical part in validating operational information for financial reporting, billing accuracy, and job-cost integrity. By ensuring records are complete, properly coded, and compliant with company policies, this position helps maintain audit-ready financial data and supports the overall accounting cycle.

In addition, this role provides front office support, serving as the first point of contact for incoming calls, visitors, and general office coordination, while maintaining a professional and organized workplace environment.

Key Responsibilities:

• Maintain accurate job setup, work tickets, and purchase orders in Aspire, ensuring all records are properly created, coded, and approved for accounting use
• Review and validate service data, labor, and subcontractor activity to support accurate job costing, billing, and financial reporting
• Monitor and follow up on missing, incomplete, or unapproved operational data that may impact invoicing, revenue recognition, or financial statements
• Collaborate with field teams, Project Managers, and Account Managers to resolve discrepancies and ensure accurate financial data flow
• Ensure documentation standards are met, including change orders, job coding, and supporting records to maintain audit-ready files
• Support month-end close processes by confirming all work is completed, documented, and aligned with contract terms
• Assist accounting by identifying unbilled work, missing costs, and data gaps that could affect financial accuracy and reporting
• Act as a liaison between Operations and Accounting to ensure timely, accurate, and complete information transfer
• Assist with general administrative and clerical tasks to support both accounting and operations teams

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Qualifications:

• 2+ years of experience in accounting support, administrative, or operations coordination roles preferred
• Experience in construction, landscaping, or service-based industries preferred
• Experience with Aspire or similar project/job-costing systems is a plus
• Basic understanding of job costing, billing, and accounting processes preferred
• Proficient in Microsoft Excel and business systems
• Strong attention to detail and organizational skills
• Ability to manage deadlines and prioritize effectively in a fast-paced environment
• Strong communication skills across field teams, office staff, and customers
• Professional demeanor with customer-facing or reception experience preferred

Core Competencies

• Accountability and follow-through
• Clear and professional communication
• Process-oriented and detail-driven mindset
• Data accuracy and financial awareness
• Cross-functional collaboration
• Professional front office presence

Performance Expectations

Success in this role means:

• Financial and operational data is complete, accurate, and audit-ready
• Work tickets, purchase orders, and documentation are consistently submitted and aligned with accounting requirements
• Job costing data supports accurate billing and financial reporting
• Month-end close deadlines are met without delays due to missing or inaccurate information
• Strong coordination between Operations and Accounting minimizes errors and rework
• The front office operates smoothly, maintaining a consistently professional experience for callers and visitors