Division Administrator

The Division Administrator is responsible for providing a high level of customer service to internal staff and external customers. You play a key role in supporting all team members; and is a go-to resource for the team. The Division Administrator is a multi-functional role that handles key elements of department operations to ensure it runs as smoothly and efficiently as possible. The Division Administrator is essential in supervising and streamlining the day-to-day operations of the department. Your role includes safeguarding company policies and procedures; identifying needs, corrections and improvements based on the continual evaluation of business operations. This role is crucial for ensuring smooth project execution by handling insurance requests, permit applications, and other key administrative tasks. The ideal candidate will be a proactive problem-solver with excellent communication skills and preferably an understanding of construction administration.

Responsibilities are not limited to but will include administrative support to department, CRM management, documentation, billing, scheduling, service and project board management.

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

• Manages project boards as identified in the company CRM; supports Project Manager(s) in the maintenance of the board ensuring transparency of information to applicable resources and ticket status is accurate. Completes the project close out process according to company standards; creating warranty agreements as needed.
• Serves as the overseer to the Service Board and Dispatch Portal assigning service calls and meeting ticket monitoring and updating in accordance with Department guidelines and expectations.
• Works closely with all key personnel involved in any billing/collection efforts. Supports key personnel to ensure timely and professional communication is made/received, supports any documentation requests or correction needs, logs any action/communication into the company CRM via configurations.
• Helps draft, compile, or review customer proposals, warranty agreements, and project close outs.
• Drafts and submits any purchase orders (P.O’s) for subcontract work that needs to be performed. Ensures that PO is provided timely to the Subcontractor and paid accordingly.
• Request and track certificates of insurance (COIs) from subcontractors and ensure they meet project requirements. Coordinate with insurance providers to resolve any insurance-related issues. Maintain accurate records of insurance policies and expiration dates.
• Track permit status and follow up as needed to ensure timely approvals and maintain organized records of all permits and related documentation.
• Reviews and approves timesheets and expenses for team members; ensures time is entered accordingly and accurately meeting all identified payroll approval deadlines.
• Prepare and distribute meeting minutes and other project-related correspondence.
• Participates in meetings, workshops, trainings and seminars as assigned for the purpose of performing job duties.
• Supports and can perform duties as performed by the Branch Administrator.
• Any additional duties assigned.
  
  

Minimum Qualifications (Knowledge, Skills, And Abilities)

• 5 years in administrative support
• 2 years in Project Management
• High school diploma or equivalent required; associate degree in a related field preferred
• Basic understanding of insurance requirements and permitting processes.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Great communication (written and verbal) and interpersonal skills.
• Ability to work independently and as part of a team.
  
  

Other Requirements

• Valid California driver license
• Ability to travel within Southern California to other company locations (if needed)
• Ability to work overtime, as needed.
• Punctuality and regular attendance (required)
  
  

Physical Demands and Work Environment

• Ability to make repetitive movements (motions) of the wrists, hands, and/or fingers, daily
• Ability to walk, bend, stoop, hear, and speak, daily
• Move/Transport items weighing 20 pounds, occasionally
• Stand or Sit for long periods (4 hours), daily
  
  

Role

At TRL Systems, we've been keeping people and their property safe for over 42 years. As an integrator of Fire Alarm, Nurse Call, and Security systems, everything we do has the potential to save lives and you get to be a part of that. Your role is important and here’s what you can expect as a member of our TRL Team:

• Comprehensive Benefits Package: Medical insurance, dental insurance, life insurance, 401k plan, paid holidays, Paid Time Off
• Employee Merit and Longevity Awards: Merit rewards that you can use to get items such as branded apparel, video game consoles, headphones and more and longevity awards like golfing gear, purses, BBQs, and watches just to name a few
• Company Sponsored Events: Family-friendly events with food, games and prizes
• Training and Development: Classes available to develop you personally and professionally to help you be the best version of you possible!
• Career Advancement: We want to partner with you to build a long and successful career at TRL and will help you realize your potential
  
  

TRL Systems, Inc. conducts pre-employment drug screening in accordance with Federal Contractor regulations and background checks in accordance with State and local regulations. In addition to having many clients (hospitals, schools, etc.) who require background checks, as a federal contractor TRL is also required to complete a background check for any employee who may work on a federal contract in any capacity. For any position that drives a Company vehicle, our insurance carrier requires criteria to be met and therefore will be a condition of employment.

TRL Systems is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability or veteran status. TRL’s employment policies and decisions on employment and promotion are based on merit, qualifications, performance, and business needs. The decisions and criteria governing the employment relationship with all employees are made in a nondiscriminatory manner, without regard to race, religion, color, national origin, sex, age, physical or mental disability, sexual orientation, gender identity, veteran status, or any other factor determined to be unlawful by federal, state, or local statutes.

The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all California locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education and/or training.