Branch Admin Specialist: Payroll, Invoicing & Licensing

EMCOR Group; Fort Walton Beach (FL); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Medical, dental and vision plan

401k retirement with company matching

Disability Insurance

Life Insurance

Flexible Spending Accounts

Travel Accident Insurance

Paid Vacation & Holidays

Tuition Reimbursement Program

College Coach Services

Wellness initiative

Job summary

Miller Electric Company is seeking a Branch Administrative Assistant to support the branch leadership and operations in Fort Walton Beach, FL. This role requires strong attention to detail, excellent MS Office skills, and the ability to switch between tasks quickly while maintaining confidentiality.

The successful candidate will handle communications, payroll-related tasks, invoicing, purchase orders, licensing, and various reporting duties to keep the office running smoothly and efficiently.

Qualifications

• High proficiency using MS Office (Word, Excel, PowerPoint, Teams).
• Excellent communication skills and ability to maintain confidentiality.
• Strong attention to detail and ability to work independently.
• Experience handling payroll/HR tasks is a plus.

Responsibilities

• Communications: build relationships with office staff, customers, and vendors.
• Human Resources: payroll processing, terminations, workers' comp paperwork.
• Invoice Processing: create invoices and manage liens.
• Create Purchase Orders (POs) and enter into ERP COINS.
• Contract & Licensing Management: process contracts and closeouts.
• Arrange for certified payroll and lien processing as required.
• Maintain current licensing and license renewals.
• Process local city business licenses annually and coordinate with home office.
• Obtain COI certificates and signatures as needed; prepare contract breakdowns.
• Notice to Owner for billing contracts as needed.
• Training: cross-train in payroll, workers' comp, fleet reporting.
• Accounts Receivable: liaise with accounting and update spreadsheets.
• Weekly updates to customers' accounting departments.

Skills

MS Office Proficiency

Strong communication skills

Attention to detail

Ability to work independently

Confidentiality

Education

High school diploma

Tools

COINS

SharePoint

Job description

About Us

We design, install, and maintain advanced electrical systems. Our expertise spans traditional electrical contracting, security solutions, audio-visual integration, wireless networking, and building management systems.

Job Summary

The Branch Administrative Assistant at Miller Electric reports directly to the Vice President and Senior Director in charge of the office.Responsibilities are focused on providing support for the entire branch.Critical abilities for this position are strict attention to detail and the ability to shift from one process or function to the next rapidly and seamlessly. The applicant must also be proficient at both Microsoft suite programs.

Essential Duties & Responsibilities

• Communications: Must possess strong interpersonal skills within the office, customers, and vendors. Building on our core values of trust, collaboration, safety, quality, stewardship and community.
• Human Resources: Process termination, payroll, and paperwork. Workman’s Compensation Claims processing by company standards and Payroll Management weekly, troubleshooting any issues.
• Invoice Processing: Create invoices, obtain liens as requested, process through accounting and submit to customers by way of online portals, e-mail, and mail or as directed.
• Creating Purchase Orders (PO’s) and enter them into ERP software (COINS)
• Contract & Licensing Management: Process project contracts through home office as per procedure.Process closeout documents including warranties.
• Arrange for certified payroll and lien processing as required.
• Oversee maintenance of current licensing.
• Process local cities business license yearly and submit to home office. Coordinate and follow up with home office for state contractors licensing yearly renewal and current Masters Electrician License.
• Order Certificates of Insurance as requested. Obtain officer required signatures on required documents as needed. Complete contract breakdowns to get a job number.
• Notice to Owner: These need to be done periodically for billing contracts.
• Training: (optional if there is not an Office Assistant) Crosstrain in every aspect of Payroll, with alternating weeks of processing, Workman’s Compensation claims, Fleet accident reporting, all according to company standards.
• Accounts Receivable: Reporting and maintaining fluid record-keeping in partnership with Miller’s accounting department.
• Weekly updating spreadsheets and communicating with Miller’s customer’s accounting departments.

Qualifications

• High proficiency working in MS Office (Word, Excel, PowerPoint, Teams)
• Strong communication skills
• Ability to maintain a high level of trust and confidentiality with sensitive items
• Excellent attention to detail
• Ability to work independently
• High school diploma

PREFERRED

• Knowledge of the Construction industry
• Knowledge of SharePoint
• Experienced with COINS
• Payroll experience

Benefits

• Medical, dental and vision plan options
• 401k retirement with company matching
• Disability Insurance
• Basic and Supplemental Life Insurance
• Flexible Spending Accounts
• Travel Accident Insurance
• Paid Vacation & Holidays
• Tuition Reimbursement Program
• College Coach Services
• Wellness initiative

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.