Job Description

Branch Administrator

Are you seeking a rewarding role with a respected company? Join Opifex-Synergy where we offer career advancement and professional development in a collaborative, supportive environment. We value teamwork and foster a positive work culture.

Opifex-Synergy represents a unique business model in the compact and heavy equipment industry. We offer a diverse range of equipment from leading manufacturers, serving the needs of everyone from large commercial construction firms to local subcontractors and general contractors.

The Branch Administrator supports daily branch operations by assisting with customer accounts, collections, and administrative processes. This role includes managing collection calls and payments, monitoring and filing liens and notices of non-payment, resolving customer inquiries and disputes, and supporting credit application processing. The Branch Administrator also coordinates closely with sales by sharing collection updates, handles documentation such as Certificates of Insurance (COIs), reconciles financial reports, and provides general administrative support, including assisting with incoming calls.

Essential Functions

• Manage collection calls and account payments
• Monitor impending liens and notices of non-payment on a daily basis
• Prepare and file liens and notices of non-payment as required
• Identify customer disputes and work to resolve issues
• Assist customers with questions and resolve issues promptly
• Ensure sales representatives receive relevant collection information, including weekly impending lien reports
• Contact references to support the processing of credit applications
• Assist sales representatives with completing and submitting credit applications
• Request and collect Certificates of Insurance (COIs) from customers and forward to corporate
• Close cash drawers
• Monitor credits and disputes in Salesforce
• Assist with answering incoming calls
• Review aging reports daily and reconcile posted transactions against aging

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Required Education and Experience

• High school diploma required
• Commitment to excellent customer service
• Ability to prioritize and manage multiple responsibilities
• Goal-oriented with strong attention to detail
• Proficient in Microsoft Office, including Excel
• Working knowledge of lien laws preferred
• NACM certifications or designations are a plus
• Minimum of 3 years of experience in business-to-business collections preferred
• Notary license not required at hire but must be obtained

Military service will be considered in lieu of education/certification experience as applicable.

Work Environment

• Primarily based in a front desk or customer service office setting
• Climate-controlled workspace equipped with standard office tools such as computers, phones, and CRM systems
• Frequent interaction with customers, vendors, and internal staff in person and through phone/email
• Regular visits to the repair shop and outdoor equipment yard to support customer or operational needs
• Occasional exposure to moderate noise, dust, grease, and heavy machinery
• Outdoor yard visits may involve exposure to weather conditions such as heat, cold, rain, or wind
• Uneven terrain and moving equipment require proper footwear and attention to safety
• Must be comfortable transitioning between office and industrial environments
• Strong communication, multitasking, and coordination skills required
• Adaptability and situational awareness are key in balancing administrative and operational responsibilities

Travel Required

• None

Physical Demands

• Requires a moderate level of physical activity and flexibility
• Occasional bending, squatting, crouching, reaching, and lifting or carrying items up to 50 pounds
• May require moving materials, tagging equipment, or assisting in the yard or shop
• Regular movement between indoor and outdoor work areas
• Walking through repair shops and equipment yards may involve uneven surfaces and active machinery
• May require extended periods of sitting, standing, or walking
• Manual dexterity and visual acuity required for computers, phones, printers, and paperwork
• Must maintain situational awareness in multi-use work zones with vehicular and equipment traffic

Other Duties

Please be aware that while this job description provides an overview of the main activities, duties, and responsibilities expected of the employee in this role, it may not encompass every task or requirement. Additionally, duties and responsibilities may change with or without notice to meet evolving business needs and organizational objectives.

Our Benefits & Perks

We want our team members to feel supported, valued, and set up for long-term success. Our benefits are designed to take care of team both at work and at home.

Core Benefits:

• Medical, Dental & Vision Insurance
• Health Savings Account (HSA) with company contributions
• 401(k) & Roth retirement plans with company matching
• Generous paid time off and company paid holidays
• Company Paid Wellness, Employee Assistance and Discount Programs
• Boot/PPE Annual Allowance
• Career Development & Company Paid Training

Benefit eligibility can vary by role, and not all benefits apply to every position. During the hiring process, we'll walk you through the benefits specific to this role. This position could also include Tool Reimbursement, Safety Bonuses, Profit Sharing, and/or Commission Earning opportunities.

At Opifex-Synergy, we prioritize the safety and well-being of our employees. All successful candidates must undergo a drug test and background check before their start date. This policy is in place to maintain the highest standards of safety and security for our team members.

Opifex-Synergy is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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