Job Opportunities Lead Field Branch Administrator

Your main responsibilities
The Lead Field branch Administrator (LFBA) will be responsible for maintaining proficiency and con-sistency within their respective Territory by providing training to the Field Branch Administrator (FBA)s and Senior FBAs on all administrative processes related to Human Resources Purchasing Safety Payroll Accounts Receivable & Payable Labor Relations /Contract Administration and others. These responsibilities are in addition to the current role of the successful candidate. LFBAs will maintain their current direct line reporting relationship with performance input provided by the centralized functions. This position can be located in any field office within the Southeast territory.

Leadership & Administrative Oversight
Provide leadership guidance and training to Field Branch Administrators (FBAs) and Senior FBAs within the territory.
Ensure consistent execution of administrative processes across branches by collaborating with other LFBAs and centralized support teams.
Act as a liaison between branch administrators and corporate functions to resolve issues and drive communication.
Support onboarding and training of new FBAs including process education and system utilization.
Ensure adequate administrative coverage during absences and vacancies.
Identify subject matter experts and maintain resources for the admin population.
Participate in process improvement initiatives and support quality and compliance efforts.

Billing AR/AP & Financial Operations
Manage accounts receivable functions including invoice retrieval revisions statements of account (SOAs) cash application and payment tracking.
Oversee billing processes (T&M ESM) including credits cancellations re-bills and digital billing updates.
Review billing accuracy to ensure completeness including customer authorization and proper documentation.
Support collections efforts and participate in collection-related calls.
Process accounts payable activities including vendor payments utilities and miscellaneous purchases.
Create and manage purchase orders goods receipts and invoice workflows.
Process Kofax check requests and Concur expense reports.
Support certified payroll processing

Customer Account & Contract Management
Maintain customer account data including contact updates billing details and automated work ticket settings.
Manage contract files (digital and paper) ensuring accessibility and accuracy.
Provide contract documentation to internal stakeholders.
Handle invoice adjustments billing inquiries and account maintenance updates.
Request certificates of insurance and manage compliance documentation.

Field Operations & Equipment Management
Maintain equipment data integrity including functional locations naming conventions and correction of data inconsistencies.
Support NIEI turnover processes including technician assignments and NPS initiation.
Coordinate inspections permits and regulatory compliance activities (e.g. Massachusetts permits state scheduling customer notifications).
Maintain schedules and support field documentation through SAP and related systems.
Communicate with field teams regarding schedules service updates and customer requirements.

HR Administration & Employee Support
Support IUEC-related processes including onboarding requisitions job changes terminations and pay rate updates.
Maintain employee records and ensure system accuracy for reporting relationships.
Process and manage employee forms (drug screenings tax forms 401(k) PPE authorizations etc.).
Support compliance activities including I-9 processing and record maintenance.
Assist employees and technicians with payroll scheduling and administrative inquiries.

Procurement Vendor & Fleet Management
Manage vendor setup onboarding and ongoing vendor relationships.
Administer purchasing activities including PPE uniforms office supplies and operational materials.
Coordinate fleet operations including driver assignments fuel cards registrations and renewals.
Support maintenance vendor coordination including Safety-Kleen facility vendors and service providers.

Claims Compliance & Risk Management
Manage incident and accident claims through Broadspire.
Notify customers of nonconformances and ensure proper documentation.
Prepare legal and compliance documentation including affidavits lien waivers and sworn statements.
Perform notarizations and maintain related records.
Ensure all compliance documentation is accurate and up to date.

Office Operations & Facilities Management
Oversee daily office operations including mail distribution shipping/receiving (FedEx) and warehouse coordination.
Manage office supplies kitchen inventory and event catering.
Coordinate office maintenance landlord communication and vendor services (cleaning waste management repairs).
Arrange travel and lodging for field personnel as needed.
Maintain organized files records and administrative documentation.

Systems & Process Management
Utilize and support systems including SAP/ESM Freshdesk Service Portal Kofax Concur and HR databases.
Manage system access requests hardware/software ordering and incident reporting.
Prepare and distribute reports maintain logs and ensure data accuracy across systems.
Support training initiatives for systems and process improvements (e.g. SHAPE).
Promote best practices and process standardization across the territory.

Additional Responsibilities
Serve as a primary point of contact for administrative escalation and support.
Support cross-functional initiatives and operational priorities.
Ensure compliance with company policies procedures and regulatory requirements.
Provide general administrative support including correspondence reporting file management and customer interactions.

What you bring
High School Diploma or degree equivalent Required
5 years Experience supporting middle management and/or department.

Experience in an Administrative Assistant or related training in an administrative function.

Intermediate to Advanced knowledge of MS Office (i.e. Word Excel PowerPoint)

Experience supporting a Schindler field office preferred

• 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 and8 Company Observed Holidays.
• Tuition Reimbursement - Eligible after 6 months of service.
• Parental Leave 100% base pay for 6 consecutive weeks within first year of achilds birth or adoption.
• A wide range of development opportunities to boost your professional and leadership growth.