Branch Administrative Assistant

Miller Electric Company • Fort Walton Beach, FL

6d

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 quickly and seamlessly between processes and functions. The position also requires proficiency with Microsoft Office programs.

The assistant supports branch communications, human resources and payroll processes, invoice and purchase order processing, contract and licensing management, accounts receivable, and coordination with the home office, customers, vendors, and Miller’s accounting department. Depending on whether an Office Assistant is present, the role may also include cross-training in payroll, workers’ compensation claims, and fleet accident reporting.

Requirements

• High proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Teams.
• Strong communication skills.
• Ability to maintain trust and confidentiality when handling sensitive matters.
• Excellent attention to detail.
• Ability to work independently.
• High school diploma.

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, in alignment with the company’s values.
• Process termination, payroll, and other paperwork; process workers’ compensation claims according to company standards; manage weekly payroll and troubleshoot issues.
• Create invoices, obtain liens when 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 city 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, obtain required officer signatures, and complete contract breakdowns to obtain job numbers.
• Prepare periodic Notices to Owner for billing contracts.
• If there is no Office Assistant, cross-train in all aspects of payroll, alternate payroll-processing weeks, and handle workers’ compensation claims and fleet accident reporting according to company standards.
• Report and maintain accounts receivable records in coordination with Miller’s accounting department.
• Update spreadsheets weekly and communicate with customers’ accounting departments.

Benefits

• Medical, dental, and vision plan options.
• 401(k) retirement plan with company matching.
• Disability insurance.
• Basic and supplemental life insurance.
• Flexible spending accounts.
• Travel accident insurance.
• Paid vacation and holidays.
• Tuition reimbursement program.
• College Coach Services.
• Wellness initiative.
• Competitive salary and benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED