Branch Operations & Admin Specialist

BrightView

Jacksonville (FL)

On-site

USD 42,000 - 65,000

Full time

14 days+

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Job summary

BrightView in Jacksonville, FL seeks a Branch Administrator to support the branch team and Branch Manager by handling administrative functions efficiently and serving as the main contact for employees, clients, region, and corporate.

The role covers payroll, billing, accounts receivable, accounts payable, general office administration, HR support, and month-end close tasks, requiring strong data entry, communication, and Excel skills.

Qualifications

Bachelor’s or Associate degree in Business or related field and/or 3 - 5 years’ experience in an office environment with accounting related responsibilities.
Communicate clearly orally and in writing to a variety of audiences.
Identify and solve problems.
Proficient in Excel, Word, and Outlook.
Ability to learn BrightView’s internal software systems.
Good data entry and typing skills.
Ability to operate fax, copier, and multi-line phone.
Good working knowledge of basic accounting, human resources, general business, grammar, and spelling.

Responsibilities

Enter all new hires, rehires, and employee changes into the payroll system based on approved personnel action forms.
Process and enter weekly timesheets accurately and in a timely manner.
Identify and resolve timesheet or payroll inaccuracies by coordinating with Operations Managers.
Enter and update work orders and cost codes in the job cost system to ensure accurate weekly labor posting.
Run payroll edit reports, verify employee entries, and make corrections as needed.
Communicate verification and any required updates to Corporate Payroll.
Prepare and process contract and work order billings, including snow, irrigation, and enhancement services.
Obtain necessary billing approvals from Account Managers, Branch Managers, and Operations Managers.
Enter billings into the billing system, print and mail invoices, and maintain organized client billing files.
Record all billings in the work order log and ensure timely submission to clients.
Generate and review aged receivables reports weekly, identifying accounts over 30–45 days past due.
Collaborate with Branch and Account Managers to determine appropriate collection strategies.
Contact customers to confirm payment status, update notes in the AR system, and follow up as needed.
Send invoices, collection letters, or legal documentation as required to resolve outstanding balances.
Issue and manage Purchase Orders (POs), ensuring proper documentation, authorization, and recordkeeping.
Match invoices to POs, follow up on purchases without POs, and maintain the PO binder and log.
Enter invoices into the AP system, submit vendor changes, and obtain management approvals as required.
Run weekly A/P edit reports, reconcile balances, and submit documentation to Corporate Accounts Payable.
Provide administrative support to Branch leaders and staff by managing phones, correspondence, and filing systems.
Order and manage office supplies in alignment with budget guidelines.
Prepare client proposals, contracts, and professional correspondence as needed.
Process incoming and outgoing mail and run reports as directed by branch leadership.
Maintain organized job and client files to support operational efficiency.
Prepare and manage new hire packets, employee personnel files, and I-9 documentation.
Coordinate employee uniform ordering, distribution, and returns.
Assist with workers’ compensation reporting and monitor claim status.
Track and report OSHA-recordable and reportable incidents, ensuring compliance with OSHA procedures.
Assist with month-end close and reporting as directed by the Branch Manager and Controller.
Compile and submit required accounting and administrative materials for review and audit purposes.