Field Brand Administrator

Aston Carter•Birmingham, AL

5d•$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, field operations scheduling, safety programs, and tools and equipment processes. It also maintains accurate records and documentation across multiple systems and supports smooth day-to-day office procedures. This fully on-site role is based in a field operations office in Birmingham, Alabama. The administrator works closely with field technicians, superintendents, project managers, sales staff, and office personnel in a collaborative, fast-paced environment emphasizing safety, operational excellence, and customer service. The workday typically follows regular business hours, with activity varying according to field schedules, inspections, and billing cycles. The position uses computers and standard office equipment, including Microsoft Office and SAP, and involves handling physical mail, deliveries, and safety equipment. Training on company products, services, and fulfillment standards is provided 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.
Experience in administrative support, office administration, and coordinating multiple tasks and stakeholders.
Experience preparing and processing purchase orders, managing accounts payable, and processing invoices.
Experience with billing, 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 manner on the phone and in person.
Ability to handle confidential information with discretion and integrity.

Nice To Haves

Associate or bachelor's degree preferred.
Additional experience supporting middle management or departmental administrative functions beyond the stated minimum of 3 years.
Additional experience in an administrative assistant role or similar beyond the stated minimum of 5 years.
Previous experience working with an international company.
Experience with SAP or a similar enterprise resource planning system.
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 administrative support to the field operations office and staff 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, and coordinate building maintenance with vendors or internal teams.
Sort and distribute deliveries, handle incoming and outgoing mail, and order special documents and materials for sales teams, superintendents, and project managers.
Order and stock safety equipment for field staff and maintain appropriate inventory levels.
Arrange catering, coordinate copier maintenance, perform reception duties, and assist with special projects.
Prepare and process purchase orders, invoices, and documentation for parts, equipment, and tools.
Coordinate check requests for items outside the purchase order system and ensure approvals and documentation are in place.
Manage tool inventory, issue tools, coordinate repairs, and arrange replacements.
Track monthly material spending, reconcile records, and manage vendor statements for 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 documentation as requested.
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 adjustments, and support accurate and timely payroll.
Coordinate safety documentation and complete related administrative compliance tasks.
Schedule drug tests for new employees and people involved in workplace accidents, and track results.
Process union-related administrative tasks, 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 and accurate submissions.
Process testing paperwork and violations remediation documentation for municipalities.
Track violation payments, reconcile records, and resolve discrepancies with municipalities or internal stakeholders.
Manage vehicle administration, including vehicle orders, gas card assignments, parking tickets, accident reports, and rental arrangements.
Participate in training to learn company products, services, and fulfillment standards through classroom sessions, field exposure, and self-study platforms.

Benefits

401(k) match; the described comprehensive package specifies a fully vested match 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.
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.
Professional and leadership development opportunities.
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 contributions; 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 PTO, vacation, or sick leave.