Branch Administrative Assistant

Miller Electric Company•Fort Walton Beach, FL

About The Position

The Branch Administrative Assistant at Miller Electric provides administrative support for the entire branch and reports directly to the Vice President and Senior Director in charge of the office. The role requires strict attention to detail and the ability to move rapidly and seamlessly between processes and functions. The successful candidate must be proficient in Microsoft Office programs and maintain confidentiality when handling sensitive information.

Requirements

High proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Teams.
Strong communication skills.
Ability to maintain a high level of trust and confidentiality when handling sensitive items.
Excellent attention to detail.
Ability to work independently.
High school diploma.
Payroll experience is listed as preferred.

Nice To Haves

Knowledge of the construction industry.
Knowledge of SharePoint.
Experience with COINS.
Payroll experience.

Responsibilities

Communicate effectively with office staff, customers, and vendors, reflecting the company’s values of trust, collaboration, safety, quality, stewardship, and community.
Process termination, payroll, and human resources paperwork.
Process workers’ compensation claims according to company standards and manage weekly payroll, including troubleshooting issues.
Create invoices, obtain liens as requested, process invoices through accounting, and submit them to customers through online portals, email, mail, or as directed.
Create purchase orders and enter them into the COINS ERP software.
Process project contracts through the home office according to procedure and process project closeout documents, including warranties.
Arrange certified payroll and lien processing as required.
Maintain current licensing, process annual local business licenses and submit them to the home office, and coordinate annual state contractor licensing renewals and current Master Electrician licensing with the home office.
Order certificates of insurance as requested and obtain required officer signatures on documents.
Complete contract breakdowns to obtain a job number and prepare Notices to Owner periodically for billing contracts.
When there is no Office Assistant, optionally cross-train in all aspects of payroll, alternate payroll processing weeks, and handle workers’ compensation claims and fleet accident reporting according to company standards.
Maintain accounts-receivable records and reporting in partnership with Miller’s accounting department, update spreadsheets weekly, and communicate with customers’ accounting departments.