Office Administrator

About Jensen Landscape Services Jensen Landscape Services is part of Monarch Landscape Companies, a leading network of landscape brands across the U.S. We proudly serve clients across Northern California, from the San Francisco Bay Area to surrounding East Bay and North Bay communities and deliver reliable, high-quality landscape maintenance and construction services. At Jensen, your achievements determine your rewards, your abilities define your success, and your professionalism leads to autonomy!

Job Title:

Branch Administrator Location:

Livermore, CA

JOB SUMMARY

Responsible for the accurate and timely execution of administrative functions, in support of Branch operations in conjunction with Regional office needs.

MINIMUM QUALIFICATIONS

Education High School diploma or equivalent BA in Business Administration, Human Resource Management or similar field preferred Experience 2-4 years related work experience License or Certification Valid Driver's License PHR a plus Specialized Skills Strong internal and external customer service Ability to demonstrate a positive professional demeanor and contribute to a culture of excellence Effective oral and written communication Ability to speak effectively before employees individually or in a group setting Proven track record of very high attention to detail and organization Proven ability to work within time constraints with limited supervision Ability to prioritize workload and change direction quickly depending on deadlines Ability to adjust to changing priorities and handle multiple tasks simultaneously, with attention to detail Basic to intermediate understanding of the Microsoft Office Suite, CRM and ERP systems Ability to define problems, collect data, establish facts and draw valid conclusions Bi-lingual English/Spanish preferred, including ability to read, interpret and translate documents and make verbal presentations Ability to read, write and comprehend English Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Constantly required to talk, hear, see, sit, stand and walk Must be able to see at close vision, distant vision, peripherally, have depth perception and have the ability to adjust focus Frequent use of hands to manipulate, handle or feel objects, tools or controls Occasionally required to lift and/or move up to 25 pounds Working Conditions The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Constantly required to use computer-based systems Frequently sits for long periods of time in an office environment

ESSENTIAL DUTIES

Promptly and professionally answer client customer service line Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing Handles all scheduling associated with office machine maintenance Determine nature of client requests, enter into ERP, assign to appropriate department/manager, and track to completion Regular and timely follow up on client requests with operations Basic proposal creation Create and send seasonal proposals to clients Accurately prepare bids for common, straightforward landscape value added services Analyze reports and job data for discrepancies or issues and share findings with Admin Analyst Process and review accepted work orders for accuracy of billing and description information into ERP and accounting system Timely and accurate processing of non-recurring accounts receivable invoicing as needed Assist in organization of company functions and meetings including facility allocation and catering Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing as needed Assign system general Purchase Orders upon request as needed Reconcile vendor invoices against open PO report as needed Regularly maintain and update the procedural manual as it relates to this position Manage client portal activity for in and out of contract services Office Administration Monitor the inventory of, and requests for all office supplies and completes online ordering Responsible for complying with and meeting all company driven deadlines Maintain and protect sensitive company data by adhering to internal security controls Fiscal Responsibilities Assign system generated Purchase Orders (PO) upon request Reconcile vendor invoices against open PO report Analyze reports and job data for discrepancies or issues and share findings with Office Manager/Controller Process and review accepted work orders for accuracy of billing and description information into computer-based systems Timely and accurate processing of non-recurring accounts receivable invoicing Contract Administration Assist Business Development with contract proposals, RFP's and customizing appropriate sales & marketing materials. Consult with Marketing/Customer Service as needed Responsible for the setup and/or removal of all maintenance accounts in the various computer-based systems related to region operations Responsible for generating renewals and revisions of active maintenance contracts When assigned, handle portal activity for key clients and chain accounts Maintain subcontractor list for contract and insurance compliance Human Resource Responsibilities Reconcile employee timecards and enter data into computer-based system Have a working knowledge of the company Employee Handbook and be able to answer general questions from employee Assist in on-boarding, orientation and off-boarding of Branch employees Assist with annual healthcare open enrollment Create and maintain accurate healthcare enrollment packets for new hires and other qualified individuals Review and process employee status change paperwork to ensure complete, accurate, and compliant information Ensure accuracy of I-9 documents and active and inactive records are kept in compliance of federal regulations All other duties as assigned. Total Rewards At Monarch, we strive to deliver a Total Rewards package that will attract, engage, and retain top talent. Elements of our Total Rewards package include competitive base pay and variable compensation opportunities.

Monarch also provides eligible employees with an array of additional benefits, including: Medical, Dental, and Vision Plans Retirement Savings & Employee Equity Program Paid Time Off, 6 paid Holidays, Bereavement, and Jury Duty Education Assistance & Career Advancement Company Vehicle On-Demand Pay through DailyPay Referral Bonus Programs Gym Membership and Mobile Carrier Discounts The specific programs and options available to any given employee may vary depending on eligibility factors such as position, tenure, geographic location, and the applicability of collective bargaining agreements. Please note that the salary information shown below is provided in compliance with state specific laws. Salaries are based upon candidate experience and qualifications, as well as market and business considerations, and therefore may be different in other locations or operating divisions.

Pay range:

$24.00 - $26.00 Jensen Landscape Services and Monarch Landscape Companies are an Equal Opportunity Employer. Jensen Landscape Services and Monarch Landscape Companies is an Equal Opportunity Employer.

Pay:

$24.00 - $26.00 per hour

Benefits:

401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Paid time off Professional development assistance Referral program Vision insurance

Work Location:

In person