Job Description

Job Title: Branch Administrator

Department:

Operations

Reports To:

Branch Manager / Service Manager

Location:

Albion, Ottawa Location

Position Summary

The Branch Administrator plays a key administrative and operational support role within the branch. This position is responsible for coordinating office administration, scheduling, billing, warranty processing, and providing support to service, parts, and field operations. The Branch Administrator ensures accurate recordkeeping, efficient workflow coordination, and timely financial and warranty processes, contributing to smooth branch operations and high customer satisfaction.

Key Responsibilities

1. Administrative and Office Support

Handle general office duties, including answering phones, responding to customer inquiries, and managing correspondence. Maintain accurate and organized customer records, service documentation, invoices, and related paperwork. Ensure all documents are properly filed, stored, and easily retrievable in accordance with company policies.

2. Scheduling and Resource Coordination

Manage and maintain the Field Pulse appointment calendar, making adjustments as required. Coordinate closely with the Service Advisor to ensure customer appointments are scheduled efficiently and resources are properly allocated. Monitor scheduling changes and communicate updates to relevant team members.

3. Financial and Accounting Support

Prepare and issue invoices for completed projects and services. Assist the Service Advisor with payment processing and verify that all services have been accurately invoiced. Ensure financial records related to billing and payments are accurate and up to date.

4. Human Resources and Staff Support

Assist Foremen with Synerion-related adjustments, including timekeeping or scheduling updates. Support employee onboarding and training coordination. Assist with health and safety-related administrative tasks and documentation.

5. Warranty Claims Administration

Prepare and submit warranty claims to manufacturers or service providers, ensuring all required documentation is complete and accurate. Track warranty claim submission deadlines and ensure timely processing to avoid delays or missed reimbursements. Follow up with manufacturers or suppliers regarding claim approvals and coverage for repairs under warranty terms.

6. Operational Workflow Support

Monitor service progress and assist with resolving customer issues as they arise. Ensure inventory levels are sufficient for service operations and that scheduling and financial systems are updated accordingly. Support coordination between service, parts, and administrative functions to maintain operational efficiency.

Workflow Interaction Between Roles

Service Advisor:

The Branch Administrator supports scheduling, billing, payments, and warranty processing related to customer service requests and completed work orders.

Parts Advisor:

Works collaboratively to ensure inventory levels are adequate, parts-related records are updated, and financial and scheduling systems reflect parts usage.

Branch Administrator:

Acts as the administrative and operational link, ensuring accurate documentation, billing, scheduling, and warranty processing across all departments.

Qualifications and Skills

Strong organizational and administrative skills with attention to detail. Proficiency with scheduling, invoicing, and business management systems (e.g., Field Pulse, Synerion). Ability to manage multiple priorities in a fast-paced environment. Strong communication and coordination skills. Basic understanding of accounting, invoicing, and warranty processes. Knowledge of health and safety administrative requirements is an asset.

Summary of Role Responsibilities

Service Advisor:

Customer service, work orders, estimates, and service communication.

Parts Advisor:

Inventory management, parts ordering, and parts supply.

Branch Administrator:

Administrative coordination, scheduling, financial transactions, warranty processing, and operational support.
Job Types: Full-time, Permanent

Pay: $55,000.00-$65,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off RRSP match
Application question(s):

Tell me about a time when your branch was at risk of falling behind (operations, compliance, staffing, or customer commitments). How did you identify the issue, what actions did you take without being asked, and what was the result?
Experience:

Administrative operations: 5 years (required)
Work Location: In person