Branch Administrator- Bilingual Job at Jensen Corporate Holdings, LLC
JENSEN LANDSCAPE SERVICES
Branch Administrator
Location: Milpitas, CA
Job Type: This is a part- time position at 20-30 hours weekly.
JOB SUMMARY:
Responsible for the accurate and timely execution of administrative functions, in support of Branch operations in conjunction with Regional office needs.
MINIMUM QUALIFICATIONS:
Education
- High School diploma or equivalent
- BA in Business Administration, Human Resource Management or similar field preferred
Experience
- 2-4 years related work experience
- Bilingual in Spanish, preferred
License or Certification
- Valid Driver’s License
- PHR a plus
Specialized Skills
- Strong internal and external customer service
- Ability to demonstrate a positive professional demeanor and contribute to a culture of excellence
- Effective oral and written communication
- Ability to speak effectively before employees individually or in a group setting
- Proven track record of very high attention to detail and organization
- Proven ability to work within time constraints with limited supervision
- Ability to prioritize workload and change direction quickly depending on deadlines
- Ability to adjust to changing priorities and handle multiple tasks simultaneously, with attention to detail
- Basic to intermediate understanding of the Microsoft Office Suite, CRM and ERP systems
- Ability to define problems, collect data, establish facts and draw valid conclusions
- Bi-lingual English/Spanish preferred, including ability to read, interpret and translate documents and make verbal presentations
- Ability to read, write and comprehend English
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Constantly required to talk, hear, see, sit, stand and walk
- Must be able to see at close vision, distant vision, peripherally, have depth perception and have the ability to adjust focus
- Frequent use of hands to manipulate, handle or feel objects, tools or controls
- Occasionally required to lift and/or move up to 25 pounds
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
- Constantly required to use computer-based systems
- Frequently sits for long periods of time in an office environment
ESSENTIAL DUTIES
- Promptly and professionally answer client customer service line
- Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing
- Handles all scheduling associated with office machine maintenance
- Determine nature of client requests, enter into ERP, assign to appropriate department/manager, and track to completion
- Regular and timely follow up on client requests with operations
- Basic proposal creation
- Create and send seasonal proposals to clients
- Accurately prepare bids for common, straightforward landscape value added services
- Analyze reports and job data for discrepancies or issues and share findings with Admin Analyst
- Process and review accepted work orders for accuracy of billing and description information into ERP and accounting system
- Timely and accurate processing of non-recurring accounts receivable invoicing as needed
- Assist in organization of company functions and meetings including facility allocation and catering
- Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing as needed
- Assign system general Purchase Orders upon request as needed
- Reconcile vendor invoices against open PO report as needed
- Regularly maintain and update the procedural manual as it relates to this position
- Manage client portal activity for in and out of contract services
Office Administration
- Monitor the inventory of, and requests for all office supplies and completes online ordering
- Responsible for complying with and meeting all company driven deadlines
- Maintain and protect sensitive company data by adhering to internal security controls
Fiscal Responsibilities
- Assign system generated Purchase Orders (PO) upon request
- Reconcile vendor invoices against open PO report
- Analyze reports and job data for discrepancies or issues and share findings with Office Manager/Controller
- Process and review accepted work orders for accuracy of billing and description information into computer-based systems
- Assist Account Managers with input of month end final numbers for accurate QTD and YTD rollup
- Timely and accurate processing of non-recurring accounts receivable invoicing
Contract Administration
- Assist Business Development with contract proposals, RFP’s and customizing appropriate sales & marketing materials. Consult with Marketing/Customer Service as needed
- Responsible for the setup and/or removal of all maintenance accounts in the various computer-based systems related to region operations
- Responsible for generating renewals and revisions of active maintenance contracts
- When assigned, handle portal activity for key clients and chain accounts
- Maintain subcontractor list for contract and insurance compliance
Human Resource Responsibilities
- Reconcile employee timecards and enter data into computer-based system
- Have a working knowledge of the company Employee Handbook and be able to answer general questions from employees
- Assist in on-boarding, orientation and off-boarding of Branch employees
- Assist with annual healthcare open enrollment
- Create and maintain accurate healthcare enrollment packets for new hires and other qualified individuals
- Maintain Applicant Tracking System (ATS) with open and closed job postings
- Review and process employee status change paperwork to ensure complete, accurate, and compliant information
- Ensure accuracy of I-9 documents and active and inactive records are kept in compliance of federal regulations
- All other duties as assigned.
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