Branch Administrator

Office Operations Coordinator

Responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency of employee, vendor, and customer information.

Duties and Responsibilities:

• Manage all district staffing and recruiting activities
• Maintain office supplies and equipment. Coordinate and support general office tasks as needed
• Understand SalesForce and Viaseys Database to support your Operation Manager's District annually
• Human Resources related activities:
  • Assist and collect all new and returning employee paperwork
  • Assist Human Resources with the recruitment, orientation, and training of seasonal staff (may require some weekends)
  • Assist seasonal staff with electronic onboarding.
• Training, Safety, and Compliance:
  • Engage with all safety, work rules, and regulations to maintain housekeeping standards
  • Assist in training and tracking of safety rules and compliance for employees within the district
  • Train and administer policies and procedures
    • Make sure binders and sign in sheets are updated and loaded annually into the required binders
  • Assist in coordination and scheduling of district required training in and out of the season
• Operations Related activities:
  • Pre-Season review and photography
  • Blizzard U participation and training
    • Night and weekend hours
  • Update route books, customer scopes and maps
  • Load storm data and paperwork post storm into shared files
  • Post Season review and photography
    • Loading of pictures and inspection data into Post Season Cases
  • Pulling of stakes
  • Assisting in MM breakdown and recovery
  • Heavily involved in recruiting of seasonal and sub staff
    • Represent the company at job fairs, school, and community events
    • Screening of candidates in support of the OM's for seasonal staff recruitment
    • Conducting interviews in Spanish
• Sales related activities:
  • Sales prospecting in the field
  • Appointment setting
  • Cold calling weekly in the summer
  • Call block day with sales team
  • Measuring prospective sites when necessary
  • Cleaning up data within Salesforce
  • Participate in Sales Blitzes
• Fleet related activities:
  • Asset/Parts tracking and accountability
  • Invoice flow
  • DVIR organization
• Customer Service:
  • Heavily involved in Service Case flow and completion
  • Cover customer service when necessary
• Finance:
  • A/R Activities
    • Ability to contact customers and communicate open aging
    • Pull invoicing out of NetSuite and email to customer
  • NetSuite, have basic knowledge and understanding
    • Ability to pull and email invoices
  • Insurance/COI requests as needed
• POC and process external and internal mail / email / packages timely
• Support GM in general office tasks (supplies, meetings coordination, etc.)
• Subcontractor Agreements; creation and processing
• Subcontractor compliance; W9, COI, etc.

Qualifications:

• High school diploma or G.E.D. equivalent
• Proficient in use of general office equipment (fax and copy machine)
• Proficient in Microsoft Office (i.e. Word, Excel, Outlook)
• Discretion and trustworthiness due to access and assistance with confidential information
• Excellent communication, time management, and organizational skills

Benefits:

• Competitive salary based on experience
• Medical, dental and vision insurance benefits
• Company-sponsored Group Term Life & Short-Term Disability insurance
• 401k retirement plan with company match
• Paid vacation and holidays

Winter Services is an equal opportunity employer that takes pride in creating a diverse and inclusive workplace. The company complies with all applicable federal, state, and local fair employment practices law. Winter Services strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of age, race, religion, color, creed, disability, familial status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender expression, gender identity, genetic information, marital status, national origin, ancestry, veteran or military status, or any other characteristic protected by federal, state, or local law.