Division Admin Manager

ABOUT THE JOB:

The Division Admin Manager is key to supporting the Divisional Sr. Vice President and local Branch Coordinators influencing an efficient work environment. This role will ensure elevated levels of organizational effectiveness, communication, and safety.

In this role, you will be providing support to the Divisional Senior Vice President, serving as administrative liaison between the divisional office, branch locations and corporate office, supporting local Branch Coordinators in administrative policies and processes, and coordinating travel and off-site divisional meetings. This is a key role that helps ensure smooth operations and support to our team! 

WHAT YOU'LL BE DOING:

• Provide administrative support to the Divisional Senior Vice President 

• Serve as administrative liaison between divisional office, branch locations and corporate office 

• Make travel arrangements and reconcile expense reports for the Divisional SVP and others when required 

• Coordinate event (i.e., off-site, and divisional meetings); working with travel vendor to negotiate best pricing 

• Generate purchase orders such as supplies, new fleet PO’s, Sale purchases & Buy Backs, ensuring all proper documents are complete and payments received 

• Partner with HR team, submitting changes within the HR Information System, as needed 

• Act as a back-up on Salesforce approvals; ensure proper coding/processing of T&E credit card receipts 

• Collaborate as “Fleet Liaison” between branches and Fleet Management, change/create complex numbers and unit sizes within the functional division 

• Conduct onboarding for new employees and/or ongoing process changes to the divisional team, ensure Branch Coordinator KPI’s are being met daily 

• Oversee month-end / year-end activities, included but not limited to, financial statements, journal entries and GL reviews for each branch in the division 

• Provide administrative transactions for division’s Accounts Payable invoicing 

• Manage IT hardware requests for the DSVP and divisional staff 

• Manage DOT program and ensure all files are complete and accurate

YOUR EXPERIENCE

• High School diploma or GED 

• Ability to work independently in a fast-paced environment is a must 

• Knowledge of computers is necessary and good communications skills are required for dealing with customers, sales, contractors, shop personnel as well as WillScot Mobile Mini’s employees at various branch locations 

• Must be professional, organized, punctual and able to work in a dynamic environment with demonstrated ability to manage multiple tasks and demands 

• Must possess strong written and verbal communication skills 

• Highly ethical with the ability to manage confidential information with complete discretion and sensitivity 

• Knowledge and proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)