Branch Administrator

usadebuskexternalcareersite; Wanatah (IN); On-site; USD 40,000 - 55,000; Full time

Job summary

USA DeBusk is seeking a Branch Administrator in Wanatah, IN to provide comprehensive administrative support for the branch and collaborating departments. You will ensure timely submittals, maintain billing and payroll data, and support new hire processes within corporate guidelines.

Strong communication and confidentiality are essential. Responsibilities include invoicing, collections notes, reporting, and maintaining orderly records in SharePoint and Oracle.

Qualifications

• High school diploma or equivalent.
• Basic mathematical skills.
• Good verbal communication skills.
• Microsoft 365 or related software experience required.
• Able to work independently and in a fast-paced environment.
• Able to anticipate work needs and interact professionally with customers.
• Manage time efficiently.
• Enter data accurately and efficiently into computer software and systems.
• Quickly learn our customers’ systems for large projects (CCM, Track, Ariba, Smart GEP, etc.), and work with customers’ contacts to meet scheduled submittals.
• Keen attention to detail, organized and able to seamlessly multitask.
• Meet all daily and weekly deadlines for all departments.

Responsibilities

• Create invoices according to company policies and procedures; submit invoices to customers timely.
• Update collection notes in Oracle Fusion.
• Draft correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent accountholders to request payment.
• Create reports regarding the status of customer accounts as requested.
• Research customer discrepancies and past-due amounts with the assistance of the Accounts Receivable Manager, Branch Manager and other staff.
• Maintain billing packages on SharePoint for audit purposes
• Copy, file, and retrieve materials for others as needed.
• Review P&L for accurate revenue recognition and expenses on a monthly basis
• Prepare revenue accruals with backup on a monthly basis
• Review open Purchase Orders for accrual
• Collect and ensure accuracy of weekly hours by cross-referencing timesheets and entering hours in spreadsheet and ADP after approval by Manager.
• Obtain approved non-billable shop tickets and add to payroll spreadsheet.
• Responsible for issuing Purchase Orders (POs) and entering into Oracle
• Conduct new hire processes from beginning to end in accordance with company policies and deadlines and enter new employees into ADP for Corporate HR approval.
• Responsible for running background checks/MVRS, setting up employees for drug and alcohol screens, medical physicals, and uniforms orders.
• Responsible for the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
• Run customer-specific background checks.
• Maintain file system for customers and personnel.
• Ensure employee roster is current and up to date.
• Print, copy, scan, send, receive, and response to emails.
• Perform other related duties as assigned.

Skills

Microsoft 365

Data entry

Customer interaction

Time management

Multitasking

Independent work

Attention to detail

Deadline driven

Learning new systems

System knowledge

Education

High school diploma or equivalent

Associate or bachelor’s degree in accounting preferred

Tools

CCM

Track

Ariba

Smart GEP

Job description

Company Profile:

USA DeBusk offers the industrial infrastructure sector a technologically advanced and complementary suite of high-value traditional and specialty services for turnarounds, routine maintenance, and unplanned outages. We help customers save time, reduce costs, and optimize their processes while assuring best-in-class safety and compliance. Primary service lines include chemical cleaning; emission controls; fabrication services; FCCU hot catalyst handling; hydro blasting; hydro excavation; hydro cutting; inert catalyst handling; inspection; mechanical rental; nitrogen; pigging, decoking & filtration; pipeline integrity and field services; reactor cleaning; tank cleaning; transportation; unit decontamination; vacuum services; and waste solutions. USA DeBusk was founded in 2012, and our headquarters is in Deer Park, TX. We operate numerous offices, service centers, and customer-site-based locations across North America. Visit www.usadebusk.com for more information.

Summary Objective:

The Branch Administrator is responsible for providing overall administrative support for the Wanatah Branch. The Branch Administrator provides routine and complex support to different departments and ensures all day-to-day operations are completed by the required time. The Branch Administrator will have excellent communication skills, coordinate with all Branches and Corporate personnel, and ensure timely submittals of all job tickets. The Branch Administrator will have a high level of confidentiality and accuracy.

Responsibilities:

May include, but are not limited to, the following

• Create invoices according to company policies and procedures; submit invoices to customers timely.
• Update collection notes in Oracle Fusion.
• Draft correspondence for standard past-due accounts and collections, identifies delinquent accounts by reviewing files, and contacts delinquent accountholders to request payment.
• Create reports regarding the status of customer accounts as requested.
• Research customer discrepancies and past-due amounts with the assistance of the Accounts Receivable Manager, Branch Manager and other staff.
• Maintain billing packages on SharePoint for audit purposes
• Copy, file, and retrieve materials for others as needed.
• Review P&L for accurate revenue recognition and expenses on a monthly basis
• Prepare revenue accruals with backup on a monthly basis
• Review open Purchase Orders for accrual
• Collect and ensure accuracy of weekly hours by cross-referencing timesheets and entering hours in spreadsheet and ADP after approval by Manager.
• Obtain approved non-billable shop tickets and add to payroll spreadsheet.
• Responsible for issuing Purchase Orders (POs) and entering into Oracle
• Conduct new hire processes from beginning to end in accordance with company policies and deadlines and enter new employees into ADP for Corporate HR approval.
• Responsible for running background checks/MVRS, setting up employees for drug and alcohol screens, medical physicals, and uniforms orders.
• Responsible for the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
• Run customer-specific background checks.
• Maintain file system for customers and personnel.
• Ensure employee roster is current and up to date.
• Print, copy, scan, send, receive, and response to emails.
• Perform other related duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent required
• Basic mathematical skills.
• Good verbal communication skills.
• Microsoft 365 or related software experience required.
• Able to work independently and in a fast-paced environment.
• Able to anticipate work needs and interact professionally with customers.
• Manage time efficiently.
• Enter data accurately and efficiently into computer software and systems.
• Quickly learn our customers’ systems for large projects (CCM, Track, Ariba, Smart GEP, etc.), and work with customers’ contacts to meet scheduled submittals.
• Keen attention to detail, organized and able to seamlessly multitask.
• Meet all daily and weekly deadlines for all departments.

Preferred Qualifications:

• associate or bachelor’s degree in accounting preferred.
• 2 years of experience in accounting or bookkeeping preferred

Physical Requirements:

• Must be capable of regularly speaking and hearing while utilizing hands to control or manipulate objects.
• Must be capable of seeing close vision, distance vision and ability to adjust focus.
• Must be capable of sitting, standing, walking, stooping, bending or reaching above the shoulders.
• Must be capable of lifting objects weighing up to 15 pounds occasionally.
• Must be capable of performing computer-based tasks while sitting or standing at a computer-based workstation for prolonged periods of time.
• Must be able to make general decisions requiring judgement and perform activities requiring sustained concentration.

Other Requirements:

• You must pass drug and alcohol screen and all required background checks.
• Must be dependable, willing to work additional hours as required and be team oriented.
• Willing to work on-site at our Wanatah, IN office.

This posting is not intended to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position’s scope and function.

EQUAL EMPLOYMENT OPPORTUNITY:

USA DeBusk is an equal opportunity employer, and we thrive on our differences for the benefit of our employees, our customers, and our community. It is our policy to provide equal opportunities in all decisions related to hiring, training, and promoting regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status or any legally protected characteristic or class.