Branch Administrator

Position Summary

The Branch Administrator is the operational backbone of our commercial landscaping organization, responsible for overseeing the administrative functions of multiple branch locations. This role ensures operational efficiency by leveraging Aspire (our landscape business management software) to perform data entry, create jobs, and monitor performance across a combination of modules. The Branch Administrator acts as the central liaison between the operations team and administrative functions, ensuring all processes adhere to established written procedures and that communication flows seamlessly across all branches.

Key Responsibilities

Operations Support & Monitoring

• Oversee daily administrative operations for designated branches, ensuring alignment with company goals and safety standards.
• Utilize Aspire to perform accurate data entry, create new jobs, and manage job details across a combination of modules (e.g., job costing, production management, CRM, and accounting integration).
• Monitor operational metrics within Aspire to support branch efficiency, occasionally generating reports for leadership or operations meetings as needed.
• Work closely with the Operations Team (Branch Managers, Production Managers, and Field Supervisors) to anticipate needs and resolve administrative bottlenecks.

Administrative Functions & Compliance

• Perform a variety of administrative duties including payroll processing verification, accounts payable/receivable support, inventory reconciliation, and ensuring all documentation (contracts, change orders, safety records) is accurately maintained in compliance with written procedural guidelines.
• Strictly adhere to and enforce written procedures for documentation purposes, ensuring audit-ready records for all branches.
• Prepare and distribute internal reports regarding branch performance, budget adherence, and operational metrics, leveraging Aspire data as appropriate.

Communication & Coordination

• Serve as the primary point of contact for branch inquiries, utilizing high-level phone and email etiquette to interact with clients, vendors, and internal staff.
• Exercise effective communication and follow-up skills to ensure tasks are completed on time and that all stakeholders (from field crews to senior management) are kept informed of status changes or critical issues.
• Occasionally train or support field supervisors and other staff in Aspire best practices to ensure consistent and accurate use of the system.
• Facilitate communication between Spanish-speaking field crews and English-speaking management or clients as needed.

Qualifications & Skills

Required Competencies:

• Effective Communication & Follow Up: Proven ability to communicate clearly across all levels of the organization and a relentless commitment to closing the loop on tasks and inquiries.
• Phone & Email Etiquette: Professional demeanor with excellent written and verbal communication skills suitable for interacting with high-profile commercial clients and senior leadership.
• Detail Oriented: Exceptional attention to detail with the ability to spot discrepancies in data, timecards, invoices, and operational logs.
• Technology Proficiency: Comfort and experience using Aspire (or similar landscape management software) for data entry, job creation, and navigating a combination of modules. Ability to learn and utilize other software tools as needed.
• Excel Proficiency (Intermediate): Must possess intermediate Excel skills, including the ability to use VLOOKUPs, pivot tables, and complex formulas to analyze operational data and generate reports.
• Bilingual (Spanish): Must be fluent in Spanish (both verbal and written) to effectively communicate with field staff, assist with training on procedures, and ensure safety protocols are understood.

Education & Experience:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration or related field preferred.
• 2+ years of experience in administrative support, operations coordination, or branch management, preferably within the landscaping, construction, or field-service industry.
• Prior experience with Aspire is a plus but not required; training will be provided for the right candidate.

Physical Demands & Work Environment:

• This is primarily a sedentary office role located within a branch facility, though occasional travel to other branches may be required.
• Ability to sit for extended periods while working on a computer.
• May be required to walk job sites occasionally to understand operational workflows (PPE provided).