Branch Administrator

Winter Services, LLC; Denver (CO); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical and dental insurance

Group life & short-term disability

401k with company match

Job summary

Groundmasters Landscape Services seeks an Office Operations Coordinator to organize and coordinate office procedures across employee, vendor, and customer data. The role supports the District with staffing, HR onboarding, training, and compliance, while coordinating fleet, service case flow, invoicing, and NetSuite tasks.

The role requires strong organizational skills, discretion with confidential information, and proficiency in Microsoft Office and CRM systems.

Qualifications

• High school diploma or GED is required.
• Proficient in using general office equipment and Microsoft Office (Word, Excel, Outlook).
• Discretion and trustworthiness due to access to confidential information.
• Excellent communication, time management, and organizational skills.

Responsibilities

• Organize and coordinate office operations for efficiency.
• Manage district staffing and recruiting activities.
• Support HR with onboarding, orientation, and training of seasonal staff.
• Assist safety, training, and compliance programs for the district.
• Support finance with invoicing and NetSuite processes.

Skills

Communication

Time management

Organizational skills

Discretion & trustworthiness

Education

High school diploma or GED

Tools

Salesforce

Viaseys Database

NetSuite

Job description

Responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency of employee, vendor, and customer information.

DUTIES & RESPONSIBILITIES:

• Manage all district staffing and recruiting activities
• Maintain office supplies and equipment. Coordinate and support general office tasks as needed
• Understand SalesForce and Viaseys Database to support your Operation Manager’s District annually
• Human Resources related activities:
  • Assist and collect all new and returning employee paperwork
  • Assist Human Resources with the recruitment, orientation, and training of seasonal staff (may require some weekends)
  • Assist seasonal staff with electronic onboarding
• Training, Safety, and Compliance:
  • Engage with all safety, work rules, and regulations to maintain housekeeping standards
  • Assist in training and tracking of safety rules and compliance for employees within the district
  • Train andadminister policies and procedures
  • Assist in coordination and scheduling of district required training in and out of the season
• Operations Related activities:
  • Pre-Season review and photography
  • Update route books, customer scopes and maps
  • Load storm data and paperwork post storm into shared files
  • Post Season review and photography
    • Loading of pictures and inspection data into Post Season Cases
• Fleet related activities:
  • Asset/Parts tracking and accountability
  • Invoice flow
  • DVIR organization
• Customer Service:
  • Heavily involved in Service Case flow and completion
  • Cover customer service when necessary
• Finance:
  • A/R Activities
    • Ability to contact customers and communicate open aging
    • Pull invoicing out of NetSuite and email to customer
  • NetSuite, have basic knowledge and understanding
    • Ability to pull and email invoices
    • Understanding of billing processes, making sure customers are receiving their bills via portal uploads or required methods
  • Insurance/COI requests as needed
• POC and process external and internal mail / email / packages timely
• Support GM in general office tasks (supplies, meetings coordination, etc.)
• Subcontractor Agreements; creation and processing
• Subcontractor compliance; W9, COI, etc
• Payroll Verification
• Manage Attendance Sheets/Calendar (Sick and Vacation)
• Enter Cases pertaining to Maintenance/Enhancements and Irrigation

QUALIFICATIONS:

• High school diploma or G.E.D. equivalent
• Proficient in use of general office equipment (fax and copy machine)
• Proficient in Microsoft Office (i.e. Word, Excel, Outlook)
• Discretion and trustworthiness due to access and assistance with confidential information
• Excellent communication, time management, and organizational skills

BENEFITS:

• Medical anddentalinsurance benefits
• Company-sponsored Group Term Life & Short-Term Disability insurance
• 401k retirement plan with company match

Groundmasters Landscape Services is an equal opportunity employer that takes pride in creating a diverse and inclusive workplace. The company complies with all applicable federal, state, and local fair employment practices law. Winter Services strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of age, race, religion, color, creed, disability, familial status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender expression, gender identity, genetic information, marital status, national origin, ancestry, veteran or military status, or any other characteristic protected by federal, state, or local law.