Field Branch Administrator

Your main responsibilities

As a Field Branch Administrator you will provide comprehensive support for our field operations office and staff. Responsibilities across purchasing personnel relations office procedures job scheduling safety and manpower scheduling as well as evaluating Best Demonstrated Practices.

Office Administration:

• Answer phone greet visitors and maintain accurate contact databases for Field Operations.
• Order uniforms maintain office supplies and manage building maintenance issues.
• Sort deliveries handle mail and order special documents for Sales/Superintendents/PMs.
• Oversee safety equipment orders and stock for field staff.
• Assist with general office tasks like catering copier maintenance reception duties and special projects.

Purchasing & Accounts Payable:

• Prepare and process purchase orders invoices and related documents for parts equipment and tools. Coordinate check requests for items outside the PO system.
• Assist with tool inventory issuing repairing and replacing tools.
• Track monthly material spending and manage vendor statements.

Contract Management & Billing:

• Process new contracts contract changes price adjustments and addendums.
• Handle billing tasks send invoices update customer preferences and track payments.
• Support the turnover of new initiatives to NPS and provide contract copies upon request.
• Provide necessary documentation to the legal team as requested.

Human Resources & Payroll:

• Manage personnel data in the IUEC database (new hires terminations supervisor changes).
• Oversee onboarding offboarding PFL requests disability paperwork and payroll adjustments.
• Prepare payroll for Superintendents approval and support safety programs.
• Ensure drug tests are scheduled for new employees and those involved in accidents.
• Handle union-related tasks like annuity claims.

Field Operations:

• Update on-call availability schedules and job tracking reports.
• Coordinate municipal inspections and state permit applications.
• Process testing paperwork and violations remediation for submission to municipalities.
• Track violations payments and resolve discrepancies.
• Manage vehicle orders gas cards parking tickets accident reports and rentals.

What you will learn

• Knowledge of Schindlers products services and fulfillment standards through live classroom trainings time in the field and self-study learning platforms

What you bring

• Experience supporting middle management and/or department - 3 years
• Experience in an Administrative Assistant or related training in an administrative function - 5 years
• Intermediate knowledge of MS Office (i.e. Word Excel PowerPoint)

Preferred

• Associates Bachelors or Secretarial Degree preferred.
• 3 years of support for middle management or departmental administrative functions.
• 5 years in an administrative assistant role or similar.
• Previous experience with an international company highly desired

• Fully vested 401k match up to 7% of total eligible compensation.
• Competitive Medical Dental and Vision Plans - Effective from first day of hire.
• 3 weeks vacation which increases with tenure 7 sick days 3 floating holidays and8 Company Observed Holidays.
• Tuition Reimbursement - Eligible after 6 months of service.
• Parental Leave 100% base pay for 6 consecutive weeks within first year of achilds birth or adoption.
• A wide range of development opportunities to boost your professional and leadership growth.