Job Opportunities Field Branch Admin

the Schindler Group • Miami, FL

6d

About The Position

Our elevators, escalators, and moving walks safely transport more than two billion of us up and down buildings and across transportation hubs every day. As part of the Schindler team, you’ll discover meaningful work that enhances quality of life for communities, and contribute to making places more accessible, inclusive, and sustainable for all. By joining us, you don’t just become part of our success story; you help shape the future and continue our rich legacy that started back in 1874. Join us as a Field Branch Admin 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. Candidate will need to be fluent in Italian.

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)
• Candidate will need to be fluent in Italian

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

• 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.

Benefits

• 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 and 8 Company Observed Holidays.
• Tuition Reimbursement - Eligible after 6 months of service.
• Parental Leave – 100% base pay for 6 consecutive weeks within first year of a child’s birth or adoption.
• A wide range of development opportunities to boost your professional and leadership growth.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees