Administrative Assistant

Description

Field Branch 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

Skills

Data entry, Administrative support, Purchase order, Customer service, scheduling

Top Skills Details

Data entry,Administrative support,Purchase order,Customer service,scheduling

Experience Level

Entry Level

Job Type & 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.

About Aston Carter

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 click.appcast.io (%View email address on click.appcast.io) 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.