Division Administrator – Troy, OH

Job Purpose

The Division Administrator must perform clerical and administrative functions such as payroll and billing paperwork, invoice clients, organizing and maintaining paper and electronic files, or providing information to callers. The position is often working with various people throughout the company to get tasks done quickly and efficiently while also having an eye for details. This position reports to the administrative manager.

Key Responsibilities and Critical Success Measures

• Serve the customer, and exceed their expectations, as they are our first priority.
• Communicate professionally with clients and co-workers ensuring that all inquiries are answered timely and accurately.
• Prepare and process payroll, including billing paperwork.
• Invoice customers including requested supporting documents neatly, timely and accurately.
• Set up all necessary material for new and current customers.
• Contact clients concerning overdue accounts.
• Creating and processing credit memos.
• Process Accounts Payable invoices, maintain AP Invoice spreadsheet, and ensure payments are being processed.
• Review expense reports for regional salaried employees, to verify validity and accuracy.
• Make hotel reservations for regional employees as well as setting up meeting venues for management.
• Ensure upkeep of customer files and employee files.
• Create employee ID badges.
• Maintain all required databases.
• UPS shipping and receiving.
• Upkeep office supplies.
• Prepare various typed documents, such as letters, interoffice reports, and reports of contact.
• Liaise with members of the corporate office and region on various issues.
• Perform other duties as deemed necessary by the Division Administration Manager, General Manager or Field Service Manger(s).

Competencies

Knowledge, Skills and Experience

Values

• Safety is our number one priority
• Communicate openly and honestly
• Approach all that we do with a sense of urgency
• Always do the right thing
• Treat others as you wish to be treated
• Strive for excellence in everything we do
• Provide an environment that nurtures growth and enjoyment

Work Environment

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Travel Requirements

• No travel is expected for this position other than occasional travel to other corporate sites regarding employee training.