Field Brand Administrator

Aston Carter • Birmingham, AL

6d • $23 - $24 • Onsite

About The Position

The Field Branch Administrator provides comprehensive administrative and operational support to a busy field operations office and its staff. The role coordinates purchasing, accounts payable, contract management, billing, human resources, payroll, and field operations scheduling while supporting smooth day-to-day office procedures. It also supports safety programs, manages tools and equipment processes, and maintains accurate records and documentation across multiple systems.

This is a contract position based fully onsite in a field operations office in Birmingham, Alabama. The administrator works closely with field technicians, superintendents, project managers, sales staff, and other office personnel. The work environment is collaborative and fast-paced, with regular business hours and activity peaks related to field schedules, inspections, and billing cycles. The job involves frequent computer use and standard office equipment, handling physical mail and deliveries, and working with safety equipment. Training is provided on company products, services, and fulfillment standards through classroom sessions, field exposure, and self-study platforms.

Requirements

• At least 3 years of experience supporting middle management and/or departmental leadership in an administrative capacity.
• At least 5 years of experience in an administrative assistant role or similar administrative function.
• Demonstrated administrative support experience, including office administration and coordination of multiple tasks and stakeholders.
• Experience preparing and processing purchase orders, managing accounts payable, and processing invoices.
• Experience with billing processes, including preparing and sending invoices and tracking payments.
• Experience supporting human resources functions such as onboarding, offboarding, personnel data maintenance, and union-related tasks.
• Experience assisting with payroll preparation and adjustments.
• Intermediate proficiency in Microsoft Word, Excel, and PowerPoint.
• Experience with contact management and customer service in an office or call center environment.
• Experience supporting field operations, scheduling, and coordination of inspections or permits.
• Ability to manage multiple priorities, maintain accuracy, and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills and a professional phone and in-person presence.
• Ability to handle confidential information with discretion and integrity.

Nice To Haves

• Associate or bachelor's degree preferred.
• Additional experience providing support to middle management or departmental administrative functions beyond the stated minimum.
• Additional experience in an administrative assistant role or similar beyond the stated minimum.
• Previous experience working with an international company.
• Experience with SAP or similar enterprise resource planning systems.
• Familiarity with IUEC or similar union databases and processes.
• Experience coordinating safety programs, including safety equipment tracking and compliance documentation.
• Strong organizational skills and attention to detail, particularly with records, contracts, and financial documents.
• Ability to learn and apply knowledge of company products, services, and fulfillment standards through training and self-study.
• Interest in professional and leadership development, including participation in training and growth opportunities.

Responsibilities

• Provide full administrative support to the field operations office and staff, coordinating daily activities across purchasing, personnel relations, office procedures, job scheduling, safety, and manpower scheduling.
• Answer and route phone calls, greet visitors, and maintain contact databases for field operations.
• Order uniforms and office supplies, coordinate building maintenance, and oversee safety equipment ordering, stocking, and replenishment.
• Sort and distribute deliveries, handle incoming and outgoing mail, and order special documents and materials for sales teams, superintendents, and project managers.
• Arrange catering, coordinate copier maintenance, perform reception duties, and assist with special projects.
• Prepare and process purchase orders and invoices for parts, equipment, and tools; coordinate check requests and ensure required approvals and documentation.
• Manage tool inventory by issuing tools, coordinating repairs, and arranging replacements.
• Track monthly material spending, reconcile records, and manage vendor statements to support accounts payable processing.
• Process new contracts, contract changes, price adjustments, and addendums, ensuring accurate documentation.
• Prepare and send invoices, update customer billing preferences, and track payments.
• Support turnover of new initiatives to internal service teams by providing contract copies and other requested documentation.
• Provide requested documentation and information to the legal team while maintaining confidentiality and accuracy.
• Maintain personnel data in the IUEC database, including new hires, terminations, and supervisor changes.
• Coordinate onboarding and offboarding paperwork, PFL requests, and disability documentation.
• Prepare payroll for superintendent review and approval, process payroll adjustments, and ensure accuracy and timeliness.
• Coordinate safety documentation and other administrative tasks supporting safety programs and compliance.
• Schedule drug tests for new employees and employees involved in workplace accidents, and track completion of results.
• Process union-related administration, including annuity claims and related documentation.
• Update on-call availability lists, maintain field staff schedules, and prepare job tracking reports.
• Coordinate municipal inspections and state permit applications, ensuring timely submission and accurate documentation.
• Process testing paperwork and violations remediation documentation for municipal submission, and track violation payments, reconcile records, and resolve discrepancies.
• Administer vehicle-related matters, including vehicle orders, gas card assignments, parking tickets, accident reports, and rental arrangements.
• Participate in training on company products, services, and fulfillment standards through classroom sessions, field exposure, and self-study.

Benefits

• 401(k) match, fully vested, up to a defined percentage of eligible compensation.
• Medical, dental, and vision plans effective from the first day of hire.
• Three weeks of vacation, increasing with tenure.
• Seven sick days.
• Three floating holidays and eight company-observed holidays.
• Tuition reimbursement eligibility after six months of service.
• Paid parental leave at full base pay for six consecutive weeks within the first year of a child's birth or adoption.
• Development opportunities supporting professional and leadership growth.
• For eligible temporary-role employees, benefits may include medical, dental, and vision coverage; Critical Illness, Accident, and Hospital coverage; a 401(k) retirement plan with pre-tax and Roth post-tax contribution options; voluntary life and AD&D insurance for employees and dependents; short- and long-term disability; a Health Spending Account (HSA); transportation benefits; an Employee Assistance Program; and time off/leave including PTO, vacation, or sick leave.

What This Job Offers

• Career Level: Mid Level
• Education Level: No Education Listed