Branch Administrator

APPALACHIA LANDSCAPING; Huntsville (AL); On-site; USD 38,000 - 52,000; Full time

Job summary

APPALACHIA LANDSCAPING in Huntsville, AL seeks a Branch Administrator to support the Branch Manager and multiple teams. The role covers administrative duties, basic accounting, HR support, sales assistance, and daily operations to keep the branch efficient.

The candidate should be proactive, highly organized, and capable of managing confidential information with discretion, while prioritizing tasks to meet branch targets and deadlines.

Qualifications

• Proven experience in administrative roles, preferably within landscaping or related industry.
• Excellent data entry skills with high accuracy and attention to detail.
• Strong HR and accounting knowledge, with experience in payroll processing, invoice management, and HR compliance a plus.
• Excellent verbal and written communication skills, with the ability to tailor messages to different audiences.
• Solid interpersonal skills with the ability to build and maintain positive relationships with employees, customers, and vendors.
• Demonstrated ability to handle confidential information with discretion.
• Strong problem-solving skills, with a proactive and solution-oriented mindset.
• Ability to adapt quickly to changing priorities and work effectively under pressure.
• Strong sense of ownership and accountability, with a commitment to delivering high-quality results.
• Ability to pivot responsibilities as needed.
• Experience with EOS preferred.

Responsibilities

• Support various operational tasks to ensure smooth daily activities within the branch.
• Answer incoming phone calls and handle inquiries professionally and efficiently.
• Arrange travel accommodations for staff as required.
• Coordinate and plan company events.
• Aid the sales team with the preparation and management of sales contracts.
• Maintain accurate records of sales transactions and client interactions.
• Support sales initiatives and contribute to achieving branch sales targets.
• Receive and key invoices into the accounting system accurately and promptly.
• Ensure timely customer payment processing and follow-up on outstanding payments.
• Assist with financial reporting, reconciliation, and other accounting tasks as needed.
• Conduct new employee orientations and manage the employee onboarding experience.
• Coordinate H2B travel, accommodations, and onboarding.
• Assist payroll coordinator with preparing and processing payroll for branch employees.
• Maintain accurate employee records and manage data entry tasks.
• Oversee uniform distribution and inventory management.
• Assist with work compensation claims and ensure compliance with safety regulations.
• Serve as the liaison between HR leadership and branch employees, effectively communicating policies and updates.
• Assist employees in HR questions and employee changes.
• Responsible for managing open positions, screening, and scheduling interviews with candidates.

Skills

Data entry

HR knowledge

Accounting knowledge

Payroll processing

Invoice management

HR compliance

MS Office Suite

Communication tools

Problem solving

Ownership mindset

Tools

MS Office Suite

HR software

Accounting software

Communication tools

Job description

Reports to: Branch Manager with dot-line functional accountabilities

Position Core Profile: The Branch Administrator will play a pivotal role in ensuring the efficient operation of our branch, supporting both the Branch Manager and various teams within the organization. This position encompasses a range of administrative tasks including accounting responsibilities, HR support, sales team assistance, and operational duties. The ideal candidate will be proactive, detail-oriented, and possess strong problem-solving abilities, ensuring seamless communication and processes within the branch.

Differentiators:

• Industry: Demonstrated understanding of the landscaping or similar industry.
• Technology and Systems: High level of technological proficiency, including experience with accounting and HR software, MS Office Suite, and communication tools.
• Prioritization and Detail: Exceptional organizational skills and attention to detail; ability to prioritize and manage multiple tasks efficiently.

Accountabilities:

• Support various operational tasks to ensure smooth daily activities within the branch.
• Answer incoming phone calls and handle inquiries professionally and efficiently.
• Arrange travel accommodations for staff as required.
• Coordinate and plan company events.
• Aid the sales team with the preparation and management of sales contracts.
• Maintain accurate records of sales transactions and client interactions.
• Support sales initiatives and contribute to achieving branch sales targets.
• Receive and key invoices into the accounting system accurately and promptly.
• Ensure timely customer payment processing and follow-up on outstanding payments.
• Assist with financial reporting, reconciliation, and other accounting tasks as needed.
• Conduct new employee orientations and manage the employee onboarding experience.
• Coordinate H2B travel, accommodations, and onboarding.
• Assist payroll coordinator with preparing and processing payroll for branch employees.
• Maintain accurate employee records and manage data entry tasks.
• Oversee uniform distribution and inventory management.
• Assist with work compensation claims and ensure compliance with safety regulations.
• Serve as the liaison between HR leadership and branch employees, effectively communicating policies and updates.
• Assist employees in HR questions and employee changes.
• Responsible for managing open positions, screening, and scheduling interviews with candidates.

This list of responsibilities is not exhaustive and other duties may be assigned as dictated by business needs.

Experience and Qualifications:

• Proven experience in administrative roles, preferably within the landscaping or related industry.
• Excellent data entry skills with high accuracy and attention to detail.
• Strong HR and accounting knowledge, with experience in payroll processing, invoice management, and HR compliance a plus.
• Excellent verbal and written communication skills, with the ability to tailor messages to different audiences.
• Solid interpersonal skills with the ability to build and maintain positive relationships with employees, customers, and vendors.
• Demonstrated ability to handle confidential information with discretion.
• Strong problem-solving skills, with a proactive and solution-oriented mindset.
• Ability to adapt quickly to changing priorities and work effectively under pressure.
• Strong sense of ownership and accountability, with a commitment to delivering high-quality results.
• Ability to pivot responsibilities as needed.
• Experience with EOS preferred.

Core Values (significant alignment with ALP's core values required):

• Mission First/Team always
• Extreme ownership
• Selfless service

Essential Virtues (behavioral characteristics critical to success):

• Boldness: Willing to confront challenges, think innovatively, and act with determination. Fearless and comfortable stepping outside of conventional boundaries to achieve objectives.
• Humility: A mindset of modesty, openness, and lack of pretentiousness. Willing to listen, learn from others, and put the needs of others before their own. Focus on serving others and the greater good of the organization.
• Simplicity: An approach to situations and leadership that is straightforward, clear, and concise. Makes arguments in a compelling manner, coming to the point in an articulate, apolitical manner.
• Responsibility: Conducts business ethically and transparently, prioritizing the well-being of employees, customers, and communities.
• Reflection: Encourages the act of reviewing, analyzing, and learning from past experiences and mistakes. Takes the time to consider the outcomes of actions and decisions, using insights to make informed and improved choices in the future. Relies on quantifiable, data-driven analysis to make informed decisions yet comfortable using intuition when appropriate.
• Tenacity: Persistent, determined, and relentless in pursing goals and overcoming challenges. Demonstrates strong drive to achieve results, often inspiring others.
• Adaptability: Excels in the absence of orders and guidance. Remains open to change and visualizes many possibilities to resolve issues and capitalize on opportunities. Able to quickly pivot for strategic impact. Thrives in ambiguity.
• Integrity: Unwavering adherence to honesty, transparency and fairness in all interactions and operations. Consistently aligns actions and values, even in challenging situations, building trust and credibility.
• Dedication: Deep sense of loyalty, passion, and commitment towards the organization's mission, vision, and goals. It entails a strong work ethic, sense of ownership, and willingness to go above and beyond to contribute to the team's success.

Key Performance Metrics:

• Team Performance against Key Performance Indicators (KPIs) and metrics.
• Execution against objectives and goals.
• Overall company performance.

Travel and Availability Disclosure:

• Occasional travel to other branches or offices as needed.
• Flexibility and willingness to work non-standard business hours and days as needed required.

The above statements describe the general nature and level of work to be performed.