Volunteer Admin Assistant Jobs in Reno, NV (NOW HIRING)

Job Summary

• The Branch Administrator supports the branch team and Branch Manager by efficiently and effectively handling administrative functions for the Branch. The Branch Administrator serves as the key contact point for employees, clients, region, and corporate.

Duties and Responsibilities:

Payroll Administration

• Enter all new hires, rehires, and employee changes into the payroll system based on approved personnel action forms.
• Process and enter weekly timesheets accurately and in a timely manner.
• Identify and resolve timesheet or payroll inaccuracies by coordinating with Operations Managers.
• Enter and update work orders and cost codes in the job cost system to ensure accurate weekly labor posting.
• Run payroll edit reports, verify employee entries, and make corrections as needed.
• Communicate verification and any required updates to Corporate Payroll.

Billing and Invoicing

• Prepare and process contract and work order billings, including snow, irrigation, and enhancement services.
• Obtain necessary billing approvals from Account Managers, Branch Managers, and Operations Managers.
• Enter billings into the billing system, print and mail invoices, and maintain organized client billing files.
• Record all billings in the work order log and ensure timely submission to clients.

Accounts Receivable

• Generate and review aged receivables reports weekly, identifying accounts over 30–45 days past due.
• Collaborate with Branch and Account Managers to determine appropriate collection strategies.
• Contact customers to confirm payment status, update notes in the AR system, and follow up as needed.
• Send invoices, collection letters, or legal documentation as required to resolve outstanding balances.

Accounts Payable

• Issue and manage Purchase Orders (POs), ensuring proper documentation, authorization, and recordkeeping.
• Match invoices to POs, follow up on purchases without POs, and maintain the PO binder and log.
• Enter invoices into the AP system, submit vendor changes, and obtain management approvals as required.
• Run weekly A/P edit reports, reconcile balances, and submit documentation to Corporate Accounts Payable.

General Office Administration

• Provide administrative support to Branch leaders and staff by managing phones, correspondence, and filing systems.
• Order and manage office supplies in alignment with budget guidelines.
• Prepare client proposals, contracts, and professional correspondence as needed.
• Process incoming and outgoing mail and run reports as directed by branch leadership.
• Maintain organized job and client files to support operational efficiency.

Human Resources Support

• Prepare and manage new hire packets, employee personnel files, and I-9 documentation.
• Coordinate employee uniform ordering, distribution, and returns.
• Assist with workers’ compensation reporting and monitor claim status.
• Track and report OSHA-recordable and reportable incidents, ensuring compliance with OSHA procedures.

Accounting Administration

• Assist with month-end close and reporting as directed by the Branch Manager and Controller.
• Compile and submit required accounting and administrative materials for review and audit purposes.

Education and Experience:

• Bachelor’s or Associate degree in Business or a related field, and/or 3 - 5 years’ experience in an office environment with accounting related responsibilities.
• Communicate clearly orally and in writing to a variety of audiences.
• Identify and solve problems.
• Proficient in Excel, Word, and Outlook
• Ability to learn BrightView’s internal software systems.
• Good data entry and typing skills.
• Ability to operate fax, copier, and multi-line phone.
• Good working knowledge of basic accounting, human resources, general business, grammar, and spelling.

Physical Demands/Requirements:

• Constant operation of a computer and other office equipment, such as a laptop, a cell phone, and printers/copiers
• Position is sedentary; must be able to remain in a stationary position for the majority of time.
• Ability to maintain, in your possession at all times, required medications to address any known allergic reactions should they occur

Work Environment:

• This role works in an indoor office work environment.