Branch Administrator

JOB SUMMARY

The Branch Administrator is expected to have a strong understanding of accounts receivable and accounts payable processes, as well as how to handle certain accounting and administrative tasks. They follow Company policies carrying out accounts receivable and accounts payable tasks while also supporting the Branch Manager/Branch Manager Designate in completing projects. The Branch Administrator communicates directly with salespeople, customers and vendors while working in conjunction with the Head Office Accounts Payable and Corporate Credit Departments.

JOB RESPONSIBILITIES

Accounts receivable:

• Facilitate submission of customer credit applications to Head Office Corporate Credit Department for processing and approval, assisting salespeople as needed.
• Post and distribute daily customer invoices.
• Enter deposits and apply payments in ERP system.
• Collect receivables and follow up on past due amounts and short payments in a timely manner.
• Maintain and document collection activity.
• Reconcile customer accounts as needed.
• Communicate with salespeople to ensure accuracy and completeness of customer billing, and regarding balances owing.
• Assist in month end processes by closing A/R and A/P in a timely manner.
• Assist Salespeople and Project Managers to communicate with customers about payment terms that differ from Allmar's standard terms.
• Participate in weekly branch meetings to learn about any customer issues and to communicate the need for help with collections.
• Respond to customers, employees and Head Office inquiries in a timely manner.
• Assist Branch Manager/Branch Manager Designate with upholding Company credit policies and procedures.
• Continuous administration of contracts including:
• Contract folder set up to ensure all required information is provided and correctly entered in system
• Assist Salespeople or Project Managers with review of contract terms.
• Working with Corporate Credit Department with getting contracts signed.
• Reconcile contract values quoted with stated amounts in contract and with contract values set up in ERP system.
• Preparation and Distribution of monthly contract invoices, including holdback invoices.
• Distribute contract close out and warranty documents.
• In Coordination with Head Office:
• Complete and distribute statutory declarations for customers.
• Complete application for bonds.
• Ensuring completion of contract checklist and forward to Head Office for signing.
• Distribute certificates of insurance to customers and any other required builder forms.

Accounts payable:

• Match vendor invoice to purchase order receipts using ERP system.
• Organize and file receiving reports for audit purposes.
• Post vendor invoices/credit memos using ERP system.
• Manually code non-inventory vendor invoices for payment.
• Submit copies of invoices to Head Office for payment.
• Maintain vendor filing system, including invoices, receiving reports, and packing slips.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong mathematical aptitude
• Strong attention to detail and accuracy
• Analytical/problem solving skills
• Excellent organizational skills
• Excellent communication skills, both oral and written
• Ability to prioritize and multi-task
• Strong interpersonal skills
• Flexible and self-motivated
• High level of commitment and accountability to get the job done
• Willing to work overtime as required
• Willing to perform other jobs as required by organizational demands

EDUCATION AND EXPERIENCE REQUIRED

• Always treat customers, staff and co-workers with dignity and respect
• Willing to work overtime as required
• Willing to perform other jobs as required by organizational demands
• Must be able to work effectively in a team-based collaborative environment
• Ability to work under minimal supervision
• Strong attention to detail
• Work safely and responsibly to ensure a healthy and safe work environment
• Presenting and performing to the highest quality standards
• Must maintain confidentiality of all written and oral communication as applicable
• Always represent the Company with integrity in an ethical and legal manner