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Form of workBranch Administrator Job Description
Classification: Non-Exempt
Department: Inert Catalyst Division
Reports to: Branch Manager
Company Profile:
USA DeBusk is a best-in-class mechanical and industrial cleaning services provider specializing in servicing the downstream energy market. We offer the full suite of maintenance and turnaround services including hydro blasting, hydro cutting, hydro excavation, chemical cleaning, PEPTM polymer extraction service, vacuum services, tank cleaning, degassing/vapor control, FCC catalyst handling and transportation, and specialty turnaround services. Founded in 2012, USA DeBusk currently has field offices in 24 cities and continues to provide services internationally.
Summary Objective:
The Branch Administrator is responsible for providing overall administrative support for the Branch. The Branch Administrator provides routine and complex support to different departments, and ensures all day-to-day operations are completed by the required time. The Branch Administrator will have excellent communication skills and coordinate with all Branches and Corporate personnel, ensure timely submittals of all job tickets. The Branch Administrator will have a high level of confidentiality and accuracy.
Responsibilities:
- Conduct new hire process from beginning to end in accordance with company policies and deadlines and enter new employees in ADP for Corporate HR approval.
- Responsible for running background checks/MVRS, setting up employees for drug and alcohol screens, physicals, and uniforms orders.
- Will supervise 3 to 4 direct reports.
- Collect and ensure accuracy of weekly hours by cross referencing timesheets and entering hours in spreadsheet, and ADP after approval by Manager.
- Obtain approved non-billable shop tickets and add to payroll spreadsheet.
- Responsible for issuing Purchase Orders and entering POs into QuickBooks.
- Obtain approval and signatures for invoices and enter invoices into QuickBooks.
- Maintain accurate spreadsheets with POs and invoice totals.
- Process billing and sales activities including invoices and remitting for payment in QuickBooks; mail/email customers invoices after Salesmen approval.
- Run AR aging report and contact customers for payment.
- Provide Branch Manager weekly summary for AR collection issues.
- Maintain file system for customers and personnel.
- Maintain employee roaster current and up to date; remove employee on timely manner when terminated.
- Responsible for the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
- Run customer specific background checks.
- Print, copy, scan, send, receive, and response to emails.
Qualifications:
- High School Diploma or equivalent
- 2-5 years of related experience
- QuickBooks, Time, and Attendance (ADP preferred), Microsoft Office, Outlook, Excel.
- Track System time tracking software knowledge (highly preferred)
- Basic Payroll knowledge
- Time management and excellent communication skills
- Ability to quickly learn our customers systems for large projects (CCM, Track, Arriva, etc.), and work with customers contacts to meet scheduled submittals.
- Ability to meet all daily and weekly deadlines for all departments.
- Ability to perform other duties as assigned.
- Must be dependable, willing to work additional hours as required and be team oriented.
Physical Requirement:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift to 15 pounds at times.
