Role and Responsibilities

o Payroll o Review and submit accurate timecards weekly.

o Facilitate all accurate paperwork for new hires and separations.

o Coordinate and organize weekly paychecks. o Keep up to date and own branches timecard file and cover sheets weekly.

o Service Requests o Receive service requests (via email, fax, and phone) from customer and enter the portal.

o Print out service request report 1 time per week and bring to weekly staff meetings to review.

o Extra Billings

o Process Irrigation and Enhancement Billings on daily/weekly basis.  Review and ensure proper back up (receipts, maps, approvals)

o Run Open Work Order report weekly and meet with supervisors to ensure timely customer billing.

o Purchasing o Issue P.O.’s and work orders to field staff.

o Negotiate with suppliers to ensure best price on plant material. (Irrigation pricing has master pricing)

o Export P.O.’s within 5 days o Review Open P.O. report weekly and submit report back with comments on P.O.’s that have not been received against to Accounts Payable Specialist. o Accounts Payable Aging review for subcontractor payment.

o Prepare and submit any new vendor request forms and W-9.

o Problem solves with Vendor Relations any invoice adjustments in paperless to ensure purchase order matches vendor invoice.

o Manage maintenance materials budgets for the branch. Includes, but not limited to: small tools, chemicals, fertilizer, plant replacements, green waste dump fees, trash fees.

Job Start Up

o Work closely with Operations (Branch Manager, Account Manager, Regional Manager, Field Performance, Water Department) & Sales Team ensuring every component to start a job has been completed by completing a job startup checklist

o Once every component is complete on checklist, create a startup packet to deliver to Branch Manager which will then be delivered to the Client.

oSafety

o Work closely with Safety Manager, Branch Manager, and field staff to ensure that all Safety policies are being adhered to

Branch Staff Meetings

o Participate in staff meetings on a regular basis to ensure that good communication is taking place

o Assist Branch Manager in weekly staff meetings

o Be a scribe and take notes at meeting

o Distribute meeting minutes to staff and save in shared drive weekly

Other

o Print out and distribute credit card statements from Bank of America website.

o Manage petty cash account and employee reimbursements.

o Ensure all credit card reconciliations with the branches are submitted on time and accurate.

o Approve overhead invoices in paperless

o Facilitate phone and computer requests

o Submit and process vacation requests in BSS. o Process and track sick time in BSS

o Work with Accounts Receivables Manager as needed to problem solve customer invoices

o Update and work with Director of Administration on any changes to customer contracts

o Keep Branch Manager informed of relevant office issues

o Remain approachable for the purpose of training and problem solving

o Ensure staff know and adhere to company policies and procedures

o Support Account Managers with the following to make sure they are accurate and timely:

o Customer punch lists

o Weekly/monthly customer reports o Proactive proposals

o Annual Increases and Budgets

• Create and maintain new electronic job files and online shared directories

• Distribute mail and correspondence

• Provide customer service to customers via phone and email as needed

• Order office supplies as needed.

Qualification/Skills

• Excellent communicator who is both a great listener and clearly expresses ideas

• Committed to the personal and career development of employees

• Prioritizes and organizes work to achieve results prior to deadlines

• Uses time productively, delegates effectively and organizes in advance while integrating goals

• This individual can be trusted with sensitive information, resources, or money with the confidence that it is secure

Park West

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