Branch Administrator (Project Management)

POSITION: Branch Administrator
DEPARTMENT: Operations
REPORTS TO: Branch Manager
FSLA STATUS: Exempt
ABOUT THE ROLE
The Branch Administrator serves as the key administrative and operations support for the Huntsville branch. This position functions as a hybrid role, providing cross-functional support to Construction and Maintenance divisions, A&F, HR and onboarding coordination, IT, and local vendor/customer engagement, facility oversight, procurement, and general branch operations. The role ensures consistent execution of administrative processes, accurate job costing, and efficient internal support across multiple teams and systems.
ESSENTIAL FUNCTIONS
HR & Onboarding Coordination
· Coordinate the onboarding process for all new hires, including form collection, MVRs, drug testing, uniforms, and scheduling.
· Distribute and track pay cards, referral documentation, and hours for onboarding payroll entries.
· Maintain trackers (uniform, referral, drug test, onboarding status) and ensure compliance with internal SOPs
· Serve as primary liaison with central HR team for local documentation and coordination.
· Provide support for H-2B program coordination and relationships with staffing agencies.
Construction & Maintenance Division Support
· Perform Time & Materials (T&M) job costing for both divisions.
· Maintain operational trackers including MPSS, sales tracking, Aspire data, and cost reports.
· Apply and process check payments and deposits in Aspire and Bank Plus.
· Support monthly close processes and end-of-month reporting tasks.
· Assist sales with presentation support and proper documentation
· Point person for handling and routing of incoming and outgoing information
· Manage Employee Events to ensure employee engagement is making an impact.
· Perform miscellaneous administrative task as needed.
Office & Facility Management
· Maintain branch office supplies, uniforms, cleanliness, and general upkeep.
· Manage vendor relationships for dumpsters, air filters, fire extinguishers, and gas delivery.
· Oversee basic IT support at branch level (phones, laptops, Aspire, INOVA), escalating as needed.
· Maintain and manage keycard access and branch security systems.
· Handle mail distribution, call routing, and office communication.
· Plan and oversee branch events, meetings, and hotel bookings as needed.
Fleet & Procurement Administration
· Maintain tracking for branch fleet documentation including tag renewals.
· Submit vendor/subcontractor data to Acumatica and maintain vendor records.
· Assist with local purchasing needs, ensuring cost-effective and timely fulfillment.
ABOUT YOU
Qualifications
· 2-4 years of experience in an administrative, HR support, or field operations role.
· Experience in the landscape or construction services industry preferred.
· High school diploma required; associate or bachelor's degree preferred.
· Strong understanding of landscape maintenance practices, seasonal services, and enhancement work.
Special Skills, Knowledge, and Abilities
· Strong multitasking, time management, and organizational skills.
· Excellent interpersonal and communication skills with both field and office teams.
· Proficiency in Microsoft Office (Excel, Outlook, Word), Aspire, Acumatica, INOVA, and related tools preferred.
· Comfortable working independently in a fast-paced and dynamic environment.
· Bilingual (English/Spanish) a plus but not required.