Job Opportunities Sr Field Branch Admin

Provides comprehensive administrative operational and financial support to branch operations. Serves as a central point of coordination for field teams vendors customers and internal stakeholders ensuring accuracy across scheduling billing compliance and office management activities.

Scheduling & Field Operations Support
Manage and maintain technician schedules including YEPR/YEPRN updates daily adjustments and weekly communications.
Develop and distribute annual schedules for multiple customer sites including standby coverage and equipment-specific schedules.
Track technician availability including vacation sick time and daily changes.
Coordinate state inspections and assign units to appropriate technicians.
Update job ticket communication details and maintain accurate technician contact lists.

Billing Financial & Procurement Support
Process purchase orders invoices vendor requests and workflow approvals.
Support T&M billing ESM ticket resolution and payroll-related issues in coordination with field leadership.
Review billing for discrepancies and identify incidents impacting charges.
Manage check processing lockbox submissions and Kofax check requests.
Assist with collections efforts and participate in related calls.
Reprint adjust and create purchase orders across branches and cost centers.

Vendor & Contract Management
Coordinate vendor setup and maintain vendor relationships.
Manage contracts including maintaining files and providing documentation to internal teams.
Process uniform orders service agreements and general vendor requests
Support parking placard applications and ensure compliance documentation is complete.

Fleet & Asset Management
Administer vehicle program including registrations gas cards returns and recall tracking.
Maintain accurate vehicle records and documentation.
Coordinate returns of company equipment (phones computers) with IT.

Claims Compliance & Documentation
Manage incident and accident claims through Broadspire.
Handle notarizations and ensure proper recordkeeping.
Maintain and update regulatory and employee records (IUEC database tax forms 401(k) changes drug screenings).

Office & Facilities Management
Oversee day-to-day office operations including mail distribution shipping/receiving and supply ordering.
Coordinate building maintenance vendor services and workplace logistics.
Assist with workspace organization events and general office upkeep.

Employee & Administrative Support
Provide administrative support to office staff technicians and leadership.
Assist with training initiatives process improvement and system support (e.g. SHAPE).
Address employee inquiries related to payroll scheduling and administrative processes.
Maintain forms documentation and internal communication processes.

Additional Support Functions
Participate in cross-functional initiatives and training support.
Ensure accuracy compliance and organization across all administrative processes.
Act as a central point of contact for office operations and coordination needs.

HR Administration & Employee Support
Support IUEC processes including onboarding requisitions terminations job code and supervisor changes and pay rate updates.
Manage employee forms and compliance documentation (tax forms 401(k) drug screenings PPE authorizations etc.).
Assist with payroll-related inquiries technician issues and administrative support for field teams.
Support training initiatives including SHAPE system adoption and process standardization.

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 or Bachelors Degree preferred.
3 years of support for middle management or departmental administrative functions.
5 years in an administrative assistant role or similar.

• 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.