Branch Administrator

Job Description

Job Description

Job Title: Branch Administrator
Job Description

The Branch Administrator provides comprehensive administrative support to office and field operations, ensuring smooth day-to-day functioning of the branch. This role manages office administration, purchasing and accounts payable, contract management and billing, human resources and payroll coordination, and field operations support. The Branch Administrator serves as a central point of contact for internal teams, vendors, and visitors, helping maintain accurate records, efficient processes, and a professional office environment.

Responsibilities

• Answer incoming phone calls, greet visitors professionally, and maintain accurate contact databases to support field operations.
• Order and track uniforms for staff, maintain adequate office supply levels, and coordinate building maintenance issues as they arise.
• Sort deliveries, distribute and handle incoming and outgoing mail, and order special documents and materials for sales teams, superintendents, and project managers.
• Oversee ordering and stocking of safety equipment for field staff, ensuring appropriate supplies are available when needed.
• Assist with general office tasks, including arranging catering, coordinating copier maintenance, providing reception coverage, and supporting special projects as assigned.
• Prepare and process purchase orders, invoices, and related documents for parts, equipment, and tools, ensuring accuracy and proper approvals.
• Coordinate check requests for items that fall outside the purchase order system and ensure timely processing.
• Assist with tool inventory management, including issuing, tracking, repairing, and replacing tools as needed.
• Track monthly material spending, reconcile records, and manage vendor statements to support accurate financial reporting.
• Process new contracts, contract changes, price adjustments, and addendums in a timely and accurate manner.
• Handle billing activities, including preparing and sending invoices, updating customer billing preferences, and tracking payments.
• Support the turnover of new initiatives to NPS and provide contract copies and documentation upon request.
• Provide necessary documentation and information to the legal team as requested to support contract and compliance needs.
• Manage personnel data in the IUEC database, including entering and updating information for new hires, terminations, and supervisor changes.
• Oversee onboarding and offboarding processes, including required paperwork, PFL requests, disability documentation, and payroll adjustments.
• Prepare payroll for superintendents’ review and approval, ensuring accuracy and adherence to deadlines.
• Support safety programs by coordinating required documentation and ensuring compliance with internal safety procedures.
• Ensure drug tests are scheduled and completed for new employees and employees involved in accidents, following established protocols.
• Handle union-related administrative tasks, including annuity claims and related documentation.
• Update on-call availability and schedules for field staff and maintain accurate job tracking reports.
• Coordinate municipal inspections and state permit applications, ensuring timely submission and follow-up.
• Process testing paperwork and violations remediation documentation for submission to municipalities, ensuring completeness and accuracy.
• Track violations payments, monitor status, and resolve discrepancies or issues as they arise.
• Manage vehicle orders for the branch, including coordination of gas cards, handling parking tickets, processing accident reports, and arranging rentals when needed.

• 2–3 years of administrative support experience in an office environment.
• 5+ years of experience in an administrative assistant role or similar position.
• 3+ years of support experience for middle management or departmental administrative functions.
• Proficiency in office administration, including reception, scheduling, and general office coordination.
• Strong administrative support and data entry skills with high attention to detail and accuracy.
• Proficiency with Microsoft Office applications and general computer literacy.
• Experience with payroll processes and related administrative tasks.
• Customer service skills with the ability to communicate professionally with internal and external stakeholders.
• Experience with invoice processing and purchase requisitions.
• Office management experience, including supply management and vendor coordination.
• Experience using systems such as SAP and ADP or similar enterprise and payroll platforms.
• Ability to manage multiple priorities, meet deadlines, and maintain organized records in a fast-paced environment.

• Associate’s or Bachelor’s degree preferred.
• Previous experience supporting an international company is highly desired.
• Familiarity with contract management, billing, and documentation processes.
• Experience working with legal or compliance teams to provide documentation and support.
• Knowledge of safety programs, testing requirements, and coordination of safety-related documentation.
• Experience working with unions or union-related administrative processes is beneficial.
• Strong interpersonal skills, integrity, and a commitment to building honest, ethical relationships.
• Demonstrated commitment to delivering high-quality work and creating value for customers.
• Interest in professional growth and development within a supportive environment that values people.

This is a full-time, in-office role with a typical schedule of Monday through Friday from approximately 7:00 a.m. to 3:30 or 4:00 p.m. The position is structured as a 3- to 6-month contract. You will work in a professional office environment that supports both office and field operations, using tools such as Microsoft Office, SAP, ADP, and other standard office technologies. The branch emphasizes a strong safety culture, integrity and trust in all interactions, a focus on delivering innovative and reliable solutions for customers, and a commitment to quality in every product and service. The organization places a high value on people development, offering an environment where employees are encouraged to grow and contribute to the branch’s success.

Job Type & Location

This is a Contract position based out of Beltsville, MD.

The pay range for this position is $27.00 - $29.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Beltsville,MD.

This position is anticipated to close on Jul 14, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.