Office Administrator

Job Summary

The Office Administrator is responsible for providing administrative support to the Branch operations team. Qualified individuals must have excellent communication skills, be diligent and extremely detail-oriented, well organized, possess proficient computer skills, and work well in a fast-paced deadline-driven environment. This position reports to the Director of Central Services and works closely with the Branch Managers and all departments of the business.


This position supports the Hilton Head office and requires the administrator to be onsite as needed in support of the branch. When not onsite at the Hilton Head branch, the administrator will provide offsite support from our Bluffton, SC office.

Core Values

1. Culture of Safety - Safety is always job #1
2. A Growing Tradition Plants, Personally, Financially and Professionally
3. Employee Owned - Personal Pride in Success with an Owners Mentality
4. Exceptional Customer Experience - Delighting our Clients with our Products and

Services

1. Good Neighbors - Community Pride - Sharing our Success
2. Respectability - Treating Others as we want to be treated

Duties/ Responsibilities

• Operations
• Manage Aspire and other integrated software systems
• Handle administrative tasks related to weekly and monthly Aspire closures
• Support contract setup and documentation accuracy
• Assist with contract cancellations and renewals
• Update client information and property information in Aspire
• Support branch operations, including inventory management and supply ordering
• Participate in Branch Meeting as the liaison between Operations and Accounting
• Manage office tasks such as answering calls, directing employees, and handling mail
• Human Resources
• Support recruiting, interviewing, and training of Office Administrator candidates
• Complete onboarding and facilitate orientation process for hourly employees
• Assist Branch Managers with temp employee requests
• Support employee recognition and incentive initiatives
• Daily monitoring of Aspire time entries for accuracy and weekly approval
• Provide guidance to employees on payroll and benefit-related matters
• Accounts Payable
• Manage petty cash requests, reconciliation, and reimbursement processing
• Process and distribute manual checks, upon request
• Process purchase credits
• Create and approve purchase receipts/ orders for indirect and direct expenses
• Assist in collecting and reviewing vendor invoices
• Accounts Receivable
• Review and reconcile monthly maintenance invoices from Aspire to client list
• Complete and submit Client Payment Applications
• Process and submit Credit Memos as requested
• Update client billing information in Invoice Assistant, as needed
• Assist branch operations with Accounts Receivable requests

Requirements

Required Skills/ Abilities

• Experience with Accounts Payables and Receivables is required
• Proficient with computer software programs including MS Office suite (Word, Excel, Outlook, and PowerPoint)
• Experience in processing confidential information and understanding privacy laws and Company policy governing employee information
• Demonstrated capacity to embrace change.
• Ability to manage work under pressure
• Great customer service and interpersonal skills
• Strong ability to multi-task and handle competing priorities in a constantly changing environment
• Must be a detail-oriented, self-starter who works individually and in a collaborative team environment

Education and Experience

• Minimum 2 years general office administrative experience preferred

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds

This job description is not a complete statement of all duties and responsibilities comprising the position. Job descriptions are not intended and do not create employment contracts.

Salary Description


$57 - $60k per year