Role and Responsibilities
o Payroll o Review and submit accurate timecards weekly.
o Facilitate all accurate paperwork for new hires and separations.
o Coordinate and organize weekly paychecks. o Keep up to date and own branches timecard file and cover sheets weekly.
o Service Requests o Receive service requests (via email, fax, and phone) from customer and enter the portal.
o Print out service request report 1 time per week and bring to weekly staff meetings to review.
o Extra Billings
o Process Irrigation and Enhancement Billings on daily/weekly basis. Review and ensure proper back up (receipts, maps, approvals)
o Run Open Work Order report weekly and meet with supervisors to ensure timely customer billing.
o Purchasing o Issue P.O.’s and work orders to field staff.
o Negotiate with suppliers to ensure best price on plant material. (Irrigation pricing has master pricing)
o Export P.O.’s within 5 days o Review Open P.O. report weekly and submit report back with comments on P.O.’s that have not been received against to Accounts Payable Specialist. o Accounts Payable Aging review for subcontractor payment.
o Prepare and submit any new vendor request forms and W-9.
o Problem solves with Vendor Relations any invoice adjustments in paperless to ensure purchase order matches vendor invoice.
o Manage maintenance materials budgets for the branch. Includes, but not limited to: small tools, chemicals, fertilizer, plant replacements, green waste dump fees, trash fees.
Job Start Up
o Work closely with Operations (Branch Manager, Account Manager, Regional Manager, Field Performance, Water Department) & Sales Team ensuring every component to start a job has been completed by completing a job startup checklist
o Once every component is complete on checklist, create a startup packet to deliver to Branch Manager which will then be delivered to the Client.
oSafety
o Work closely with Safety Manager, Branch Manager, and field staff to ensure that all Safety policies are being adhered to
Branch Staff Meetings
o Participate in staff meetings on a regular basis to ensure that good communication is taking place
o Assist Branch Manager in weekly staff meetings
o Be a scribe and take notes at meeting
o Distribute meeting minutes to staff and save in shared drive weekly
Other
o Print out and distribute credit card statements from Bank of America website.
o Manage petty cash account and employee reimbursements.
o Ensure all credit card reconciliations with the branches are submitted on time and accurate.
o Approve overhead invoices in paperless
o Facilitate phone and computer requests
o Submit and process vacation requests in BSS. o Process and track sick time in BSS
o Work with Accounts Receivables Manager as needed to problem solve customer invoices
o Update and work with Director of Administration on any changes to customer contracts
o Keep Branch Manager informed of relevant office issues
o Remain approachable for the purpose of training and problem solving
o Ensure staff know and adhere to company policies and procedures
o Support Account Managers with the following to make sure they are accurate and timely:
o Customer punch lists
o Weekly/monthly customer reports o Proactive proposals
o Annual Increases and Budgets
• Create and maintain new electronic job files and online shared directories
• Distribute mail and correspondence
• Provide customer service to customers via phone and email as needed
• Order office supplies as needed.
Qualification/Skills
• Excellent communicator who is both a great listener and clearly expresses ideas
• Committed to the personal and career development of employees
• Prioritizes and organizes work to achieve results prior to deadlines
• Uses time productively, delegates effectively and organizes in advance while integrating goals
• This individual can be trusted with sensitive information, resources, or money with the confidence that it is secure
