Job Description

Job Title: Branch Administrator

Department: Branch Operations
Reports To: Branch Manager
Location: [Branch Location]
FLSA Status: Exempt

Position Summary

The Branch Administrator (BA) serves as the central hub of administrative and operational support for the branch within our decentralized commercial landscape organization. This role is responsible for managing all branch-level administrative functions, ensuring seamless communication between departments, and supporting the Branch Manager in achieving operational, financial, and customer service objectives. The Branch Administrator will oversee tasks related to contracts, accounts receivable, HR coordination, recruitment, onboarding, payroll time entry, scheduling, proposal generation, and client communications.

This individual will be a proactive problem solver and a highly organized professional who thrives in a fast-paced environment with multiple priorities. This role requires flexibility as duties may include regularly scheduled responsibilities and occasional tasks as needed. Even rare assignments, special projects, or seasonal tasks fall under the scope of the role and must be handled with professionalism and discretion.

Key Responsibilities

Administrative Leadership & Branch Support

• Serve as the primary point of contact for all administrative matters within the branch.

• Maintain an organized branch office environment, ensuring operational readiness and compliance with company policies.

• Utilize BOSS LM software to manage administrative workflows, including scheduling, job tracking, reporting, and contract documentation.

• Coordinate with corporate and regional teams to ensure branch compliance with reporting and documentation standards.

• Support the Branch Manager with branch performance reporting, budget tracking, and KPI documentation.

• Help prepare for internal audits, corporate visits, or safety inspections.

Contract Management & Accounts Receivable (A/R)

• Prepare, review, and process client contracts, renewals, and amendments in accordance with company standards.

• Track and maintain contract documentation, ensuring timely execution and storage in the company database.

• Monitor accounts receivable, generate and distribute client invoices, and follow up on overdue payments.

• Collaborate with the Branch Manager and corporate accounting to reconcile outstanding balances and resolve billing discrepancies.

Human Resources & Employee Lifecycle Support

• Assist with recruitment and candidate screening for branch positions, coordinating interviews and maintaining applicant tracking.

• Support new hire onboarding, including completion of paperwork, system setup, orientation scheduling, and safety training coordination.

• Maintain branch employee records, ensuring compliance with HR, safety, and labor regulations.

• Facilitate time entry for payroll, review weekly timesheets for accuracy, and resolve any timekeeping discrepancies. 

• Act as a liaison between employees and HR for questions about benefits, policies, or employment status.

Scheduling & Operations Coordination

• Partner with the Branch Manager and Operations team to develop and maintain daily and weekly work schedules.

• Conduct call-aheads to clients as needed to confirm schedules, special requests, or weather-related adjustments.

• Assist with seasonal planning and resource allocation to support peak operational periods.

• Maintain accurate and up-to-date scheduling records for crews, equipment, and services.

Proposal & Sales Support

• Prepare and format proposals, bid packages, and estimates for client review and submission.

• Ensure all proposal documents meet company branding, formatting, and compliance requirements.

• Track proposal submissions, follow up on pending bids, and coordinate with the Branch Manager and sales team to support revenue growth.

Customer Service & Communication

• Serve as a branch liaison for client communications, handling administrative inquiries and providing timely updates.

• Support the Branch Manager in managing client documentation, including work orders, change orders, and service confirmations.

• Proactively identify opportunities to improve client satisfaction through efficient administrative processes.

Qualifications

Education & Experience:

• Associate or Bachelor’s degree in Business Administration, Management, or related field preferred.

• 3–5 years of administrative, office management, or operations coordination experience, preferably in the landscape, construction, or service industry.

• Experience in HR, payroll, or accounting support is strongly preferred.

Skills & Competencies:

• Strong organizational skills and attention to detail, with the ability to manage multiple priorities.

• Excellent written and verbal communication abilities.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with ERP or CRM software.

• Understanding of basic accounting principles and HR practices.

• Ability to work independently, take initiative, and problem-solve in a decentralized, branch-based environment.

• Strong interpersonal skills to build effective relationships with staff, management, and clients.

Physical Requirements & Work Environment

• Work is primarily performed in an office environment.

• Must be able to sit, stand, and work at a computer for extended periods.

• Occasional lifting of materials up to 25 lbs. may be required.

Performance Metrics

• Timeliness and accuracy of administrative reporting and data entry.

• Contract and A/R cycle efficiency, including invoice timeliness and collections.

• Employee onboarding and payroll accuracy.

• Proposal submission turnaround time and support of branch revenue goals.

• Overall contribution to branch efficiency and customer satisfaction.

SPECIAL NOTES, LICENSES AND CERTIFICATIONS 

Pre-employment: Incumbents must sign the Confidentiality, Non-disclosure, and Non solicitation Agreement prior to their first day on the job. 

License: A valid class C driver’s license, which must be maintained throughout employment in this job classification, is required at the time of appointment.

Language: Fluent in Spanish is preferred but not required. English communication skills are required for this job classification. Certifications: No certifications are required of this job

classification. 

Working Conditions: Work is predominately conducted in an office environment with associated noise, space, and computer screen exposure.

Background Investigation: Incumbents must have a reputation for honesty and trustworthiness. Misdemeanor and/or felony convictions may be disqualifying depending on type, number, severity, and recency. Prior to appointment, candidates may be subject to a background investigation and/or drug test.

Introductory Period: Incumbents appointed to this job classification serve an introductory period of 90 Days.

This Business Administration role is designed to be the supporting backbone of each branch, ensuring that their branch and division operate efficiently while maintaining the company’s culture. 

Job Tags

Similar Jobs