Administrative Assistant

Reports to: Branch Administration Supervisor

Status: Full-time

Working Hours: 8:00am 5:00pm (Flex-Time)

Purpose of the position: The Branch Administrator provides comprehensive administrative and operational support to the branch, with primary responsibility for maintenance order management, sales order processing, shipment coordination, inventory control, customer account support, and day-to-day office administration. This position prepares reports used for maintenance analysis and forecasting, maintains accurate business records, and supports the effective management of branch inventory and fixed assets.

Essential Duties and Responsibilities: The Branch Administrator performs the following essential functions:

• Answer incoming calls, respond to routine inquiries, and direct callers to the appropriate individual or department.
• Process customer orders and approval requests, and obtain required documentation from sales representatives and customers.
• Create sales orders, prepare and issue pro forma invoices as needed, and submit supporting documentation.
• Monitor project status, identify and resolve outstanding questions, and communicate updates to the Maintenance team.
• Coordinate order fulfillment and shipment arrangements.
• Prepare and process internal fund transfer requests, including start-up fees, destination fees, and sales splits.
• Prepare customer quotations in accordance with established pricing and approval requirements.
• Support the Maintenance department with contract preparation, tracking, and system entry.
• Assist with maintenance scheduling and related customer coordination.
• Provide administrative support to the Maintenance team by communicating with customers, representatives, and prospective customers and requesting required information or documentation.
• Collect, organize, and provide operational data and reports to Maintenance department management.
• Maintain complete, accurate, and current customer files.
• Complete month-end physical inventory activities, including data entry, report generation, approval routing, and submission.
• Establish customer codes by obtaining required documentation, entering customer data, and submitting information.
• Maintain accurate ERP records, including customer and equipment links, start-up information, industry codes, and address changes.
• Process rebates, representative commissions, sales splits, and related transactions.
• Manage branch inventory, order parts and receive incoming products.
• Process and document warranty requests.
• Support accounts receivable activities, including aging review and collections follow-up.
• Process accounts payable invoices accurately and in a timely manner.
• Coordinate routine office management needs, including supplies, fire extinguisher service, lighting, and general facility support.
• Support branch onboarding activities for newly hired employees.
• Education, Experience, Knowledge, Skills, and Abilities:
• Bachelor's degree preferred.
• Minimum of three years of customer service experience.
• Minimum of three years of sales order processing experience.
• Proficiency in Microsoft Office applications, particularly Excel.
• ERP (Netsuite) system preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Knowledge of logistics and transportation processes.
• Ability to collaborate effectively with individuals of varying experience levels and work toward shared goals.
• Project management experience.
• Ability to prioritize multiple responsibilities and manage concurrent projects.
• Working knowledge of accounting practices, including accounts payable, accounts receivable, and collections.
• Willingness and ability to learn new systems, processes, and responsibilities.
• Ability to remain organized and effective while working under pressure.

Physical Demands: Standing and walking for less than one-third of the workday. Sitting for more than two-thirds of the workday. Reaching, pulling, and pushing for less than one-third of the workday. Stooping, kneeling, crouching, and crawling for less than one-third of the workday. Talking and hearing for more than two-thirds of the workday. Lifting up to 50 pounds for less than one-third of the workday. Keyboarding for one-third to two-thirds of the workday. Using close, distance, and color vision for less than one-third of the workday. Maintaining regular and reliable attendance. Applying English language and grammar skills for more than two-thirds of the workday. Reading and interpreting instructions for more than two-thirds of the workday. Performing repetitive motions for less than one-third of the workday.