Construction Branch Administrator

Progressive Roofing•Phoenix, AZ

1d•Onsite

About The Position

The Construction Branch Administrator supports the efficient operation of a construction branch by managing office communications, administrative procedures, customer service, and a broad range of human resources, payroll, project coordination, purchasing, service, safety, and accounting tasks. This is an onsite, full-time, non-exempt position. The role requires an organized, detail-oriented, sociable team member who can manage multiple priorities and assist wherever needed. The administrator supports employee onboarding and records, fleet and equipment tracking, timekeeping and payroll processes, office and safety supply ordering, and coordination with Human Resources and IT. The role also supports construction projects from setup through closeout, including entering job information, maintaining contracts and documentation, tracking change orders and purchase orders, preparing reports and job books, processing invoices, and following up on payments. Additional duties include coordinating service work orders and calls, assisting with safety paperwork, maintaining branch files and systems, arranging travel, handling incoming calls and correspondence, and completing special projects. The position is performed onsite and involves extended periods at a desk, computer use, and occasional lifting and physical movement. The successful candidate must be bilingual in English and Spanish and is preferably experienced in a contracting or construction office.

Requirements

Bilingual proficiency in English and Spanish.
Strong verbal and written communication skills for interacting with team members, clients, and stakeholders.
Excellent organizational skills, attention to detail, and ability to prioritize and manage multiple tasks.
Proficiency in office management tasks such as scheduling, filing, and correspondence.
Ability to coordinate projects from initiation to completion, track progress, and meet deadlines.
Ability to identify issues, analyze situations, and develop solutions.
Familiarity with office software, including Microsoft Office Suite, and project-management tools or software.
Ability to collaborate with cross-functional teams and stakeholders.
Flexibility to adapt to changing project requirements, timelines, and priorities in a fast-paced environment.
Demonstrated leadership skills to motivate and guide team members.
Ability to lift and carry 15 to 25 pounds, occasionally twist, reach, bend, stoop, and squat, and lift materials or equipment overhead to stack.
Ability to sit at an office desk and use a keyboard and mouse for extended periods.

Nice To Haves

Two to three years of experience in contracting or a construction office.

Responsibilities

Hire new employees and prepare and maintain new-hire packets.
Coordinate employee onboarding, including AboutTime and safety training, and arrange needed phones, business cards, credit cards, computers, and other equipment.
Maintain employee information, files, benefits and leave records, pay rates, start dates, asset assignments, and status-change documentation.
Track company vehicles, assignments, preventative maintenance, insurance, and registrations.
Process employee promotion-related orders and update employee contact information.
Train employees on AboutTime/WorkMax and device setup; monitor, authenticate, and approve time records; process per diem and time-off requests; and assist with payroll questions.
Order and stock office supplies, equipment, apparel, and safety gear.
Coordinate ordering and setup of employee devices with IT, and serve as the branch point of contact for IT issues.
Enter job information, estimates, contracts, change orders, subcontract details, schedules of values, and related records into Sage and other systems.
Request, secure, and renew permits, licenses, insurance certificates, bonds, lien waivers, inspections, and other project documentation.
Prepare job books, reports, billing worksheets, WIP notes, and project closeout documents; enter job information in FCS and close out jobs in Sage.
Invoice jobs, track payments and overdue accounts, make collection calls, and assist with job-cost and labor reporting.
Assist with vendor product orders, create purchase orders in Timberline, communicate order information, and track purchase-order costs.
Gather customer information for service work orders, enter orders into Sage and FCS, and assist with dispatch, service-progress monitoring, customer updates, cost calculations, invoicing, and payment follow-up.
Assist the Safety Manager with accident and injury paperwork and inquiries.
Prepare weekly payment projections; address questions or discrepancies concerning payroll, benefits, leave, lodging, and policies; track invoices, payments, and change orders; and set up new customers in the accounts receivable system.
Prepare and submit Visa and Home Depot card recaps, create spreadsheets and policies as requested, and enter inventory in Timberline/Sage.
Arrange and manage travel reservations, answer and route branch calls, take messages, and handle faxing, copying, scanning, filing, and electronic and local file systems.
Run errands, notarize documents as needed, send FedEx items and certified letters, and follow up on outstanding paperwork.
Maintain an organized branch and project a positive tone with branch staff and customers; complete other assigned projects and duties.