Senior Office Administrator

The Office Administrator Team is looking for a Senior Support OA to join our team. In this role you will work with your Regional OA and the support OA team to support the branches. You will assist with process improvements and cross-departmental procedure updates. Your proactive approach, eye for detail and ability to manage multiple tasks efficiently will make you a perfect fit for the Leafguard OA Team. 

Core Capabilities

Drives Results:  Delivers on commitments and expectations.  Models “Do it Now” mentality.

Customer Focus:  Keeps the customer as the focal point of activity. Gets the basics right; delivers the day-to- day performance that the customer requires. Is polite, friendly, and effective in customer engagements to drive satisfaction.

Communicates Effectively:  Communicates clearly and respectfully with teammates and supervisors in both verbal and written communications. Able to discern and use the appropriate method of communication in each circumstance. Uses active listening in understanding message content and point of view.

Collaborates:  Contributes to the group’s efforts and steps forward to help as needed. Seeks input from others. Actively participates in building teamwork and supporting all team members.

Drives Engagement:  Drives to do one’s best, encourages others to do so. Makes group members feel as though their contributions are important. Invites input and shares ownership and visibility.

Action Oriented:  Identifies new opportunities and areas for improvement.  Makes suggestions and assists in creating action plans to improve processes. Acts on tasks and challenges.

Manages Conflict:  See’s conflict as opportunities to grow perspective, gain understanding, and collaborate to find a solution. Works out tough agreements and settles disputes equitably and respectfully.

Primary Job Duties

Duties are subject to change based on company needs and process improvements

• Coverage
  • Provide coverage for Support OA call outs for All Regions
    • Timecards, Sales, Installs and MPL
  • Assess daily workload and assist with coverage plan when necessary
• General Branch Support
  • Cover assigned branches within region (timecards, sales, installs, MPL etc.)
• Assist branches with day-to-day administrative Requests:
  • Logins, fuel card support, invoice requests, and other admin-related inquiries.
• Review reports to update credentials for new and former employees
• Review, respond to, and upload cancellation correspondence.
• Handle refund requests
• Audit Missing paperwork logs
• General admin audit within region and assist in others as available.

• Daily Logins
  • Create credentials for field employees, Sales Representatives, Installers, and Drivers upon request from branches within 1 business day.
  • Generate logins for systems like TRX, Synchrony, Fortiva, and creating fuel card pins.
  • Review the PAF report and updating (adding/removing) logins for various systems.

• Payroll
  • Process daily timecards
  • Monitor and update the unallocated sheet
  • Twice a week, work on the hour’s comparisons
  • Once a week, work on the outstanding balance report to ensure payments are applied
  • Handle weekly tasks related to payroll for all regions.
    • Confirm employee set-up and changes in Centah.
    • Consolidate weekly Friday report to payroll for new hires not in Centah or Paycom.
    • Review and resolve the unallocated reports for their Region.
    • Manage Shop Time Report and conducting review of outstanding balance reports

• Accounts Receivable
  • Review accounting emails regarding leads and cash applications for their region.
    • Helping accounting with updating information on unknown leads for payments.
  • Create and mail AR Letters

• Various admin duties as required by Regional OA and/or OA manager including, but not limited to: Coverage of other locations as staffing requires, running reports, leading meetings as needed, assisting Regional OA in admin tasks related to support of the business.

Qualifications & Skills:

• High School Diploma or GED required.
• Must have good client/customer focus.
• Must have excellent problem-solving skills.
• Must be organized and detail oriented.
• Must have good communication skills, both written and verbal.
• Must be willing to work in a team environment.
• Should be well versed in Microsoft Office, Excel, etc.
• Prior customer service experience
• Prior use of customer relationship management software (CRM)

Offering:

• Full medical benefits
• 401k 
• Paid time off
• Standard holidays off
• Monday-Friday 8:30-5:00p.m.
• 25.00 per hour