Branch Administrator

Position Summary

The Branch Administrator will play a critical support role within the operations team, serving as a liaison among the Service & Maintenance, Operations, and Purchasing teams. This role focuses on document control, inventory management, scheduling, and information tracking. The Branch Administrator ensures accurate and timely flow of information, supports compliance efforts, and assists in maintaining optimal inventory levels. This position requires advanced organizational skills, effective communication, and the ability to handle a high volume of work collaboratively.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

1. Administrative and Data Management:

• Oversee facility and monitor regulatory situations as per Fleet Manager.
• Input, track, and update work orders, providing real-time updates to relevant stakeholders.
• Maintain accurate records for parts inventory and assist with inventory reconciliation.
• Support data entry for D.V.I.R. (Driver Vehicle Inspection Reports), crane inspections, and annual/quadrennial inspections.
• Monitor compliance and maintain accurate records for DOORS, TRUCRS, PERP, and DOT requirements as needed by the Fleet Manager.
• Assist with equipment registration, renewals, and insurance documentation, ensuring timely and accurate submissions.
• Assist dispatch with timecard collection and document distribution for union labor.

1. Inventory Management:

• Monitor inventory levels to ensure consumables and parts are readily available for operational needs.
• Collaborate with the Fleet Coordinator and Fleet Manager to track orders, restock items, and update inventory records.
• Take responsibility for the accuracy and organization of parts inventory, ensuring efficient utilization of resources.

1. Purchasing and Parts Coordination:

• Coordinate parts procurement for work orders, working closely with the Fleet Coordinator to meet project timelines.
• Provide timely updates to the Fleet Coordinator and Fleet Manager on order statuses and expected delivery times.
• Support the Dispatch team by piloting equipment in and out of the yard as needed.

1. Communication and Collaboration:

• Act as a central point of contact for inventory, compliance, and document control communication across departments.
• Provide consistent updates to teams regarding inventory, regulatory deadlines, and operational needs.
• Communicate safety requirements and updates to the safety team as necessary.
• Respond promptly to team requests for parts and services, ensuring updates on ETAs are communicated within one hour of the request.

Minimum Qualifications 

Education & Experience

1. High School Diploma or equivalent required; some college or technical training preferred.
2. Minimum of 2 years of administrative or operations experience, preferably in the construction or heavy equipment industry preferred.
3.  

Knowledge, Skills & Abilities

1. Knowledge:
   1. Familiarity with equipment compliance systems, such as DOORS, TRUCRS, PERP, and DOT, is preferred.
   2. Basic understanding of inventory management principles and administrative processes.
2. Skills:
3. Strong organizational and multitasking skills to handle a high volume of tasks efficiently.
4. Excellent verbal and written communication skills for seamless coordination across departments.
5. Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and willingness to learn company software.

1. Abilities:
   1. Ability to prioritize tasks and meet deadlines in a fast-paced environment.
   2. Strong attention to detail for maintaining accurate records and compliance tracking.
   3. A proactive problem-solving approach to support operational needs effectively.

Physical Demands and Work Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this job, the employee is routinely required to sit, stand, walk, present, use hands and fingers to handle or feel, reach with hands and arms, and effectively speak and hear.  The employee is sometimes required to: stoop, kneel, bend or crouch.  The employee must occasionally lift and/or move up to 50 pounds.   Specific vision abilities required by this job include close vision, and ability to adjust focus, the ability to judge distances and read road signs.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed in a yard or workshop where noise levels may be elevated.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments and such duties, activities or responsibilities may change or new ones may be added at any time with or without notice.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

The company is a, drug-free workplace, complies with ADA regulations as applicable and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.