Field Administrator

Aston Carter•Walpole, MA

8d•$22 - $25•Onsite

About The Position

The Field Branch Administrator will provide comprehensive support for the field operations office and staff. This role involves responsibilities across purchasing, personnel relations, office procedures, job scheduling, safety, and manpower scheduling, as well as evaluating Best Demonstrated Practices. The position offers opportunities to learn about Schindler’s products, services, and fulfillment standards through live classroom trainings, field experience, and self-study learning platforms.

Requirements

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)
Data entry
Administrative support
Purchase order
Customer service
Scheduling

Nice To Haves

Associate’s, Bachelor’s 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

Responsibilities

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.
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.
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.
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.
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.