Administrative Assistant

Field Branch Administrator Your main responsibilities as a Field Branch Administrator will include providing 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. Office administration includes answering phone, greeting visitors, and maintaining accurate contact databases for field operations. You will also order uniforms, maintain office supplies, and manage building maintenance issues. Sorting deliveries, handling mail, and ordering special documents for sales/superintendents/PMs are part of your duties. Overseeing safety equipment orders and stock for field staff is also required. Assisting with general office tasks like catering, copier maintenance, reception duties, and special projects is necessary. Purchasing and accounts payable responsibilities include preparing and processing purchase orders, invoices, and related documents for parts, equipment, and tools. You will coordinate check requests for items outside the PO system and assist with tool inventory, issuing, repairing, and replacing tools. Tracking monthly material spending and managing vendor statements is also part of your role. Contract management and billing tasks include processing new contracts, contract changes, price adjustments, and addendums. Handling billing tasks, sending invoices, updating customer preferences, and tracking payments are required. Supporting the turnover of new initiatives to NPS and providing contract copies upon request is also necessary. Providing necessary documentation to the legal team as requested is part of your duties. Human resources and payroll responsibilities include managing personnel data in the IUEC database (new hires, terminations, supervisor changes). Overseeing onboarding, offboarding, PFL requests, disability paperwork, and payroll adjustments is required. Preparing payroll for superintendents' approval and supporting safety programs is also necessary. Ensuring drug tests are scheduled for new employees and those involved in accidents is part of your role. Handling union-related tasks like annuity claims is also required. Field operations include updating on-call availability, schedules, and job tracking reports. Coordinating municipal inspections and state permit applications is necessary. Processing testing paperwork and violations remediation for submission to municipalities is also required. Tracking violations payments and resolving discrepancies is part of your duties. Managing vehicle orders, gas cards, parking tickets, accident reports, and rentals is also necessary. What you will learn includes knowledge of Schindler's products, services, and fulfillment standards through live classroom trainings, time in the field, and self-study learning platforms. What you bring includes 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) is preferred. An associate's, bachelor's, or secretarial degree is preferred. Three or more years of support for middle management or departmental administrative functions is preferred. Five or more years in an administrative assistant role or similar is preferred. Previous experience with an international company is highly desired. Data entry, administrative support, purchase order, customer service, and scheduling are top skills. Experience level is entry level. Job type and location: This is a contract position based out of Walpole, MA. Pay and benefits: The pay range for this position is $22.00 - $25.00/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). Workplace type: This is a fully onsite position in Walpole, MA. Application deadline: This position is anticipated to close on Jul 31, 2026. Aston Carter