Office Administrator

Location: Boston, MA, United States 
Job ID: 90198 

We Elevate... Quality of urban life

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

Office Administrator

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.  

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.

What you will learn  
•    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

•    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) 

Preferred 
•    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        

What’s in it for you?

• 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.

We Elevate… Your Career

Become part of our team, help us enhance quality of life and drive innovation while raising the bar for safety and sustainability. We value your diverse skills and perspectives as together we shape the sustainable cities of today and tomorrow.

Don’t meet every single requirement? If you’re excited about this role but your experience doesn’t align perfectly with the qualifications listed in the job description, we encourage you to apply anyway! You may just be the right candidate for this or other roles!

• Safety: Uphold the highest safety standards for all.
• Integrity and Trust: Foster honest, ethical relationships.
• Create Value for the Customer: Deliver innovative, reliable solutions.
• Quality: Ensure excellence in every product and service.
• Commitment to People Development: Nurture our people, they are the heart of our success.

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At Schindler Group we value inclusion and diversity, and practice equity to create equal opportunities for all. We endeavor that all qualified applicants will receive consideration for employment without regard to age, race, ethnic background, color, religious affiliation, union affiliation, gender, gender identity, sexual orientation, marital status, national origin, nationality, genetics and health, disability or veteran status.

Any unsolicited application from Recruitment Agencies is deemed to be rejected and does not constitute in any manner an offer from a Recruitment Agency.