Regional Branch Administrative Manager (FT) Job at USA Debusk, LLC
Regional Branch Administrative Manager
Classification: Exempt.
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 22 cities and continues to provide services internationally.
Summary Objective:
The Regional Branch Administrative Manager will quickly adapt to a rapidly changing environment and effectively manage assigned California branch administrators with strong leadership and supervision to reach business objectives. The Regional Branch Administrative Manager will be responsible for providing overall administrative support to the California branch administrators with payroll, AR, AP, billing, and human resources. The Regional Branch Administrative Manager will provide solutions for routine and complex issues involving different departments, and ensures all day-to-day operations are completed in a timely manner and by required deadlines.
Responsibilities:
- Assist with recruiting, training, and managing branch administrators to perform essential job performance requirements.
- Monitor the effectiveness of branch administrator staff, provide administrative support, solve standard and complex administrative issues.
- Assist with full-cycle employee onboarding and off-boarding process to include but not limited to running background check, terminations, benefits, training, logins access.
- Build relationships and promote cooperation and good communication with all Branches and Corporate personnel.
- Oversee branch administrator’s accuracy of employee weekly hours worked, non-billable shop tickets, and payroll inputs are completed by required deadline.
- Assist with issued purchase orders making sure they are entered in QuickBooks, maintaining accurate spreadsheets with POs and invoice totals when needed.
- Assist with billing and sales activities including invoices and remitting of payment in QuickBooks; mail/email customers invoices after approval.
- Ensure AR aging reports are run, and all clients are contacted for payment consistently.
- Support with providing Branch Managers with weekly summary for AR collection issues and assist in collection activities.
- Review and audit all file systems for customers and any onsite employee files for compliance, correct information, and organization.
- Ability to learn and interact with factory admins and assist in customer (Track) time collection systems.
- Adhere to all company policy and procedures, federal and state regulations as it pertains to job scope, payroll, AR, AP, billing, and human resources.
- Review and audit weekly employee roaster for current and up to date terminated employees, ensuring removal of employee from all systems when terminated.
- Ensure employees are being contacted and participate by the required time in the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
- Other duties as assigned.
Qualifications:
- Bachelor’s degree OR equivalent work experience.
- 10 years of related work experience.
- 5 years' supervisory and/or managerial experience preferred, but not required.
- QuickBooks experience preferred.
- ADP experience preferred.
- Excellent communication and written skills.
- Intermediate or advanced Microsoft 365 skills.
- Will confidently manage and support 4 to 5 branch administrators.
- Will confidently provide support to regional leadership.
- Exercise efficient time management.
- Ability to quickly learn our customers’ systems for large projects (CCM, Track, Ariba, etc.).
- Ability to meet all daily and weekly deadlines for all departments.
- Must be able to obtain safety certification and TWIC Card.
- Travel 10-15% as needed to provide branch coverage due to administrator absences.
- Willingness to work extended hours.
Physical Requirement:
- Prolonged periods of sitting at a work station in front of a computer.
- Must be able to lift to 5 to 10 pounds at times.
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