This job has closed.

BrightView Landscapes · 3 days ago

Branch Administrator

Orlando, FL

Full-time

Onsite

Mid Level

3+ years exp

BrightView Landscapes is a leading company in the landscaping industry, seeking a Branch Administrator to support the branch team and Branch Manager. The role involves managing administrative functions, payroll, billing, accounts receivable and payable, and providing human resources support.

CommercialFacilities Support ServicesLandscaping

Responsibilities

Enter all new hires, rehires, and employee changes into the payroll system based on approved personnel action forms

Process and enter weekly timesheets accurately and in a timely manner

Identify and resolve timesheet or payroll inaccuracies by coordinating with Operations Managers

Enter and update work orders and cost codes in the job cost system to ensure accurate weekly labor posting

Run payroll edit reports, verify employee entries, and make corrections as needed

Communicate verification and any required updates to Corporate Payroll

Prepare and process contract and work order billings, including snow, irrigation, and enhancement services

Obtain necessary billing approvals from Account Managers, Branch Managers, and Operations Managers

Enter billings into the billing system, print and mail invoices, and maintain organized client billing files

Record all billings in the work order log and ensure timely submission to clients

Generate and review aged receivables reports weekly, identifying accounts over 30–45 days past due

Collaborate with Branch and Account Managers to determine appropriate collection strategies

Contact customers to confirm payment status, update notes in the AR system, and follow up as needed

Send invoices, collection letters, or legal documentation as required to resolve outstanding balances

Issue and manage Purchase Orders (POs), ensuring proper documentation, authorization, and recordkeeping

Match invoices to POs, follow up on purchases without POs, and maintain the PO binder and log

Enter invoices into the AP system, submit vendor changes, and obtain management approvals as required

Run weekly A/P edit reports, reconcile balances, and submit documentation to Corporate Accounts Payable

Provide administrative support to Branch leaders and staff by managing phones, correspondence, and filing systems

Order and manage office supplies in alignment with budget guidelines

Prepare client proposals, contracts, and professional correspondence as needed

Process incoming and outgoing mail and run reports as directed by branch leadership

Maintain organized job and client files to support operational efficiency

Prepare and manage new hire packets, employee personnel files, and I-9 documentation

Coordinate employee uniform ordering, distribution, and returns

Assist with workers’ compensation reporting and monitor claim status

Track and report OSHA-recordable and reportable incidents, ensuring compliance with OSHA procedures

Assist with month-end close and reporting as directed by the Branch Manager and Controller

Compile and submit required accounting and administrative materials for review and audit purposes

Qualification

Payroll AdministrationAccounts ReceivableAccounts PayableBillingInvoicingProficient in ExcelHuman Resources SupportData Entry SkillsBasic Accounting KnowledgeCommunication SkillsProblem Solving

Required

Bachelor's or Associate degree in Business or a related field, and/or 3 - 5 years' experience in an office environment with accounting related responsibilities

Communicate clearly orally and in writing to a variety of audiences

Identify and solve problems

Proficient in Excel, Word, and Outlook

Ability to learn BrightView's internal software systems

Good data entry and typing skills

Ability to operate fax, copier, and multi-line phone

Good working knowledge of basic accounting, human resources, general business, grammar, and spelling

Constant operation of a computer and other office equipment, such as a laptop, a cell phone, and printers/copiers

Position is sedentary; must be able to remain in a stationary position for the majority of time

This role works in an indoor office work environment