Branch Administrator

Description

The Best Teams are Created and Maintained Here.

The Branch Administrator supports the branch team and Branch Manager by efficiently and effectively handling administrative functions for the Branch. The Branch Administrator serves as the key contact point for employees, clients, region, and corporate.

• The Branch Administrator enters all new hires, rehires, and employee changes into the payroll system based on approved personnel action forms.
• Processes and enters weekly timesheets accurately and in a timely manner.
• Identifies and resolves timesheet or payroll inaccuracies by coordinating with Operations Managers.
• Enters and updates work orders and cost codes in the job cost system to ensure accurate weekly labor posting.
• Runs payroll edit reports, verifies employee entries, and makes corrections as needed.
• Communicates verification and any required updates to Corporate Payroll.

• Prepares and processes contract and work order billings, including snow, irrigation, and enhancement services.
• Obtains necessary billing approvals from Account Managers, Branch Managers, and Operations Managers.
• Enters billings into the billing system, prints and mails invoices, and maintains organized client billing files.
• Records all billings in the work order log and ensures timely submission to clients.

• Generates and reviews aged receivables reports weekly, identifying accounts over 30–45 days past due.
• Collaborates with Branch and Account Managers to determine appropriate collection strategies.
• Contacts customers to confirm payment status, updates notes in the AR system, and follows up as needed.
• Sends invoices, collection letters, or legal documentation as required to resolve outstanding balances.

• Issues and manages Purchase Orders (POs), ensuring proper documentation, authorization, and recordkeeping.
• Matches invoices to POs, follows up on purchases without POs, and maintains the PO binder and log.
• Enters invoices into the AP system, submits vendor changes, and obtains management approvals as required.
• Runs weekly A/P edit reports, reconciles balances, and submits documentation to Corporate Accounts Payable.

• Provides administrative support to Branch leaders and staff by managing phones, correspondence, and filing systems.
• Orders and manages office supplies in alignment with budget guidelines.
• Prepares client proposals, contracts, and professional correspondence as needed.
• Processes incoming and outgoing mail and runs reports as directed by branch leadership.
• Maintains organized job and client files to support operational efficiency.

• Prepares and manages new hire packets, employee personnel files, and I-9 documentation.
• Coordinates employee uniform ordering, distribution, and returns.
• Assists with workers’ compensation reporting and monitors claim status.
• Tracks and reports OSHA-recordable and reportable incidents, ensuring compliance with OSHA procedures.

• Assists with month-end close and reporting as directed by the Branch Manager and Controller.
• Compiles and submits required accounting and administrative materials for review and audit purposes.

• Bachelor’s or Associate degree in Business or a related field, and/or 3 - 5 years’ experience in an office environment with accounting related responsibilities.
• Communicates clearly orally and in writing to a variety of audiences.
• Identifies and solves problems.
• Proficient in Excel, Word, and Outlook
• Ability to learn Bright View’s internal software systems.
• Good data entry and typing skills.
• Ability to operate fax, copier, and multi-line phone.
• Good working knowledge of basic accounting, human resources, general business, grammar, and spelling.

• Constant operation of a computer and other office equipment, such as a laptop, a cell phone, and printers/copiers
• Position is sedentary; must be able to remain in a stationary position for the majority of time.

• This role works in an indoor office work environment.

Bright View Landscapes, LLC is an Equal Opportunity and E-Verify Employer.

This job description is subject to change at any time.

Bright View offers a suite or health, wellness, and financial benefits to full-time team members. Benefits offerings for full-time team members include medical, dental, and vision insurance, ancillary and voluntary products, a 401k savings plan with employer contributions, and 6 to 9 company paid holidays per year. Employees may also be eligible to receive paid time off for vacation and/or sick leave, tuition reimbursement, and/or potential variable pay opportunities based on position and performance.

A detailed benefits package will be provided during the interview process
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It’s Not Just a Team. It’s One Bright View.