Branch Administrator

Position Summary/Purpose

BE THE BRANCH BACKBONE OF OUR DAILY OPERATIONAL WORKFLOWS - DRIVING DETAILS AND CLEARING BOTTLENECKS, REMOTELY!

We’re looking for a Branch Administrator who thrives on structure, systems, and supporting a high-performance team that takes pride in accountability and excellence. If you’re the kind of person who loves keeping daily operations running seamlessly through high accuracy, strong organization, and dependable administrative execution — this role is for you.

We are a $25M/year commercial landscape management company with ambitious growth goals of 20% year-over-year. At Allied, we know that great support and great communication don’t depend on location — they depend on critical thinking, discipline, and a sense of urgency.

If you are an A-Player who loves connecting the dots, following through, and getting things across the finish line, you’ll fit right in!

Position Overview

• Highlights: Work/Life Balance, High Performance Work Culture
• Schedule: Full Time M-F
• Compensation: $30-$40 per hour depending on experience, non-exempt
• Benefits: Group medical/dental/vision insurance*, 401K plan, Paid Vacation, Holidays, and Sick Time *allowance provided if our group plans are not available in your location
• Location/Job Environment: Remote with 4–6 annual trips to the California Bay Area

WHAT YOU’LL DO | Key Responsibilities

• Daily Operations & Field Support: Serve as the central liaison between corporate operations, Account Managers, Operations Managers, field staff, and clients to ensure clear, aligned communication across the branch. Provide clients with streamlined, professional reporting and clear updates to maintain transparency, while driving daily operations forward with a proactive, completion-focused mindset—managing general operational support, issuing purchase orders for branch supplies and project materials, and handling administrative closeouts, compliance requests, and vendor coordination.
• Work Order, Ticket & Issue Management: Take active ownership of end-to-end work order, ticket, and issue tracking across all branch divisions. Continually monitor aging requests, prioritize backlogged work, and act with relentless urgency to follow up with field teams, clear bottlenecks, and drive every open issue through to final completion, ensure job costing accuracy and prompt revenue capture.
• Irrigation Workflows & System Administration: Oversee heavy day-to-day administrative management within Aspire, with a specialized focus on irrigation operations and contract administration. Generate proposals, schedule inspections and repairs, track property visit frequencies, manage contract workflows, vet field documentation, and maintain precise property records.
• Billing, Invoicing & Portal Management: Execute timely invoicing for completed work orders, progress billing, and special service requests, including third-party client billing portals.
• Process Integrity, Auditing & SOP Compliance: Serve as the branch gatekeeper for standard operating procedures and data accuracy. Audit daily and weekly field timesheets for time and material completeness, verify completed work logs against system entries, hold field teams accountable to documentation standards before processing, and independently resolve batch data errors during daily administrative reviews with team members and outsourced support partners.

WHY YOU’LL LOVE IT HERE

• A leadership team that values initiative, accountability, and innovation.
• A “scoreboard” culture — we measure what matters, celebrate wins, and learn from misses.
• Flexible remote work with opportunities for advancement and in-person collaboration.
• A company that’s growing fast and committed to promoting from within.
• A culture where great people and great performance create great partnerships.

WHAT WE’RE LOOKING FOR | Qualifications | Skills

• Relevant Experience: 4+ years of administrative or operational support experience within landscape, construction, or similar service-based industries.
• System & Software Proficiency: Functional skills in Google Workspace and ERP platforms, with direct experience in Aspire strongly preferred, alongside familiarity with scheduling, work order management, and billing systems.
• Operational & Financial Understanding: Solid foundational knowledge of job costing, work order processing, contract administration, and recurring revenue business models.
• Policy-Driven Mindset: High respect for standard operating procedures, internal controls, and corporate guidelines, ensuring tasks are completed without cutting corners.
• Firm & Professional Boundary-Setting: Excellent interpersonal skills with the confidence to hold team members accountable, request missing information, and decline non-compliant requests to avoid enabling shortcut behaviors.
• Process Integrity & Quality Control: Uncompromised commitment to data accuracy, procedural consistency, and enforcing company rules across all administrative tasks.
• Direct & Clear Communication: Strong bilingual (English/Spanish) communication skills, with the confidence to professionally address documentation gaps, clarify expectations, and speak up when procedures aren't being followed across field and management teams.
• Self-Direction & Time Management: Highly organized and dependable with the ability to prioritize workloads, manage daily time efficiently, and complete work accurately under deadlines.
• Remote Work Competency: Proven ability to work independently in a distributed team environment while maintaining high engagement, proactive communication, and continuous accountability.
• Professional Integrity & Growth: Strong work ethic, discretion with confidential data, and a coachable attitude focused on continuous learning and collaborative improvement.

Remote Engagement Details & Travel Expectations

We work hard to ensure our remote team members feel fully integrated into the company.

• Core working hours aligned with the Pacific Time Zone, regardless of home location in the U.S.
• Virtual collaboration with daily/weekly video calls, real-time chat participation, and proactive communication is essential
• Full participation in virtual company events, training, and cross-department projects
• In-person travel 4-6 times annually and 2-3 days each for company-wide training, meetings, and team-building events. Travel expenses are company-paid.
• Full engagement - remote work is not “out of sight, out of mind.” You will actively build relationships with management, department leads, and operational teams to ensure strong functional alignment and cultural integration.

Physical Requirements

• The ability to maintain good posture and focus while seated for long intervals.
• Manual dexterity for constant typing, data entry, and mouse usage, which requires healthy wrists and hands to avoid strain.
• Visual stamina because you are managing spreadsheets, processing contracts, and monitoring emails, "close visual acuity" is essential. You’ll be looking at screens and fine print for the majority of your shift.

About the company

Allied Landscape has been in business for 20 years. We are one of the largest, full-service commercial landscape companies in northern California, and we’re GROWING!

Our corporate office supports over 200 employees that manage complex, recurring maintenance contracts for industrial, commercial, retail, and HOA properties, supported by our enhancement and irrigation divisions. Ownership is local, hands-on, and connected to every aspect of the work we do. Our operations involve large labor forces, significant material purchasing, fleet and equipment management, and compliance with California’s labor and safety regulations. We deliver professional planning, proactive management and next-level communication that protect property value, control costs, and reduce liabilities.

We are passionate about our culture, and live our core values every day. We hire, manage, and review our employees based on the following:

CARE

We believe Great Partnerships come from showing our people, our clients and our community how much we CARE, and nurturing meaningful relationships every day.

• ​Celebrating coworkers.
• Being humble, polite, and respectful, remaining confident and in control even in conflict.
• Empathizing and reacting to situations and requests timely.
• Being proactive and getting things done right the first time.
• Acting with integrity and doing right by others.
• Making a professional impression by keeping self, company property, and workspace professional, clean, and organized.

WORK

We work safe, we work smart and we work hard every day to provide exceptional results for our clients. We’re a team that believes in grit, pushing through challenging days, and doing whatever it takes to get the job done right. We are great believers in Allied luck, and we find the harder we work the more we have of it.

• Working with purpose, professionalism and respect
• Working as a team by staying humble and appreciative.
• Working hard to keep up, and communicating statuses including when you may fall behind.
• Staying positive and helpful when things are hard.

LEAD

We believe that the critical step towards great results is to lead with smart planning. assessing the situation and spotting both challenges and opportunities. When we take the time to plan, we assess both challenges and opportunities, and are able to focus on the details that can make the biggest difference.

• Managing time carefully and concentrating on what matters most.
• Using checklists and processes to stay on track.
• Watching for issues to catch and opportunities to seize.
• Developing and articulating clear and comprehensive plans that add value.
• Planning with mutually beneficial outcomes in mind.

GROW

We believe Great People are grown through a commitment to continuous improvement and a desire to be the best. At Allied, everyone is expected to grow their skills, develop their leadership abilities and contribute to our collective progress.

• Having a teachable and coachable attitude.
• Learning from mistakes, remaining open and positive when receiving direction or constructive feedback.
• Embracing change with optimism.
• Taking ownership of personal development and career path, understanding the impact of job functions on others/the company
• Ensuring our team achieves the American Dream through a commitment to growth.