Branch Administrator

About the Role

This is a full-time, in-office, non-exempt position performing a full range of administrative and sales support duties for a Dobbs Equipment dealership location.

Responsibilities

• Enter payroll hours for service team daily and process payroll for branch weekly (ADP Function).
• Provide administrative support to all branch departments including parts, sales, and service.
• Handle incoming and outgoing phone calls and email correspondence through the branch.
• Assist walk-in customers by learning basic qualifying questions for rentals, demos, and sales to generate business.
• Coordinate with local vendors such as plumbing, A/C, and landscaping to ensure services are properly completed.
• Ensure the store presents a good image to customers and staff, including stocking goods such as literature displays, coffee pods, printer paper, ink, and organizing the storage closet.
• Take the lead on branch and region events, customer appreciation events, and similar activities.
• Deposit cash daily and manage petty cash.
• Issue purchase orders and approve invoices when necessary.
• Work with DHQ to open customers' in-house and Power Plan accounts.
• Reconcile credit card statements for P-Card.
• Set up new vendor accounts with DHQ when needed.
• Create check requests and customer invoices, including ad-hoc and proforma invoices as needed.
• Assist Salesman & General Manager in collecting on aged accounts.
• Work closely with Credit and Payments and customers to keep accounts under 60 days.
• Perform customer account deep dives, including calling reps at Power Plan to resolve account issues, matching, and requesting credits.
• Participate in a weekly Accounts Receivable call with Headquarters.
• Maintain accurate and timely records including rental agreements, DEMO agreements, requests, filing, and correspondence with DHQ.
• Support territory managers and ISRs with all types of customer or equipment issues.
• Interact with company personnel to assist in locating equipment and determining availability within the branch and other branches.
• Become familiar with DIT (Dealer Inventory Tracking) and act as a backup to branch ISR regarding inventory and yard duties.
• Assist the sales team with hiring haulers for equipment transfers and rental moves.

Requirements

• Valid Driver’s License.
• Customer service experience.
• Administrative support experience.
• Two-year college degree or heavy equipment sales experience may be substituted or combined with education.
• Highly developed organization and communication skills.
• Broad-based computer skills; proficient with MS Office, with an emphasis on Excel and Outlook.
• Ability to communicate effectively with teammates and customers.
• Strong problem-solving skills and ability to self-manage/self-motivate.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Basic arithmetic skills: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Quick learner with the ability to think creatively.
• Bilingual is a plus.
• Must maintain a clean driving record.

Work Environment

The work environment includes occasional exposure to wet and/or humid conditions, moving mechanical parts, and outside weather conditions. The noise level is usually quiet.

Physical Demands

• Regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Frequently required to walk; climb or balance; and stoop, kneel, crouch, or crawl.
• Occasionally required to sit.
• Must regularly lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• Specific vision abilities required include close vision and color vision.