Branch Administrator

Branch Administrator
CA - N/A - N/A

Job Description

POSITION PROFILE
Provide a full range of Branch Administration activities by managing the office needs; ensuring Sales and Management (both Regional and Local) are fully supported, while maintaining a superior level of confidentiality and professionalism. This position is to provide a wide range of support services to the organizational unit

KEY RESPONSIBILITIES / DUTIES
Branch Support:
-  Maintain a level of office supplies not to exceed 1 months’ worth of usage
-  Stamp and send all outgoing mail. Send outgoing KMBS H.O. correspondence twice a week via next day Purolator unless otherwise directed
-  Contact all clients for change of address for inbound accounts receivable
-  Send invoices for payment to H.O. once locally approved in the Purolator Courier envelope
-  Maintain phone system: voicemail set up, extension set up and deletion
-  Keep the Welcome sign updated daily Welcoming guests that are visiting our branch including internal and external customers
-  Security and Site management/afterhours emergency contact for Security company
-  Set up ID badges & security swipe cards for new hires, and cubicle assignment
-  Maintain scheduling system for Demo and Meeting rooms
-  Process in-house supply orders in SAP, ensure that the Demo room is always fully stocked
-  Direct all Sales Leads to the appropriate Sales Manager via e-mail
-  Order business cards and corporate literature as required
-  Performs other duties as assigned
Sales Support
-  Assist with letters, expense reports, and travel arrangements as required
-  First audit of deal paperwork submissions, create shell KIT and upload documents
-  Provide support and assistance with Sales Document Generator program
-  Meeting requirements, projector/ room bookings and ordering lunch if needed
-  Assist with RFP/RFI Binder and response documentation as required
-  Run and distribute reports as assigned by Sales management
-  Provide cpc rates, service history and other customer data as requested
-  Complete request forms for Showroom Equipment, get approvals and forward to logistics for processing 
-  Works closely with Sales Management to ensure sales reps are not performing administrative duties that could otherwise be performed by the Branch Administrator
-  Conduct post-delivery follow up with customers
-  Assist in the creation and editing of Word, PowerPoint and Excel documents as required
Customer Relations
-  Receive or return calls to customers regarding issues
-  Investigate and resolve issue when possible, when resolution not possible at local level create IW54 ticket and own issue until resolved
-  Monitor and process IW54 tickets for branch
-  Create and/or track service calls and supply orders as needed to resolve customer satisfaction issues
-  Reprint invoices, locate service or lease contracts and other documents and provide to customer or sales rep
-  Assist clients with MYKMBS.COM, service escalations and meter reading options
-  Assist in any other customer billing related projects as needed and requested by Management
Reception:
-  Answer and direct all inbound phone calls
-  Distribute mail to office employees
-  Greet visitors and have them sign in
-  Give visitors a visitor badge to wear, offer guests coffee/water

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