Field Administrator

Contract position based in Walpole, MA.

About the role

As a Field Branch Administrator, you will provide comprehensive support for our field operations office and staff, including responsibilities across purchasing, personnel relations, office procedures, job scheduling, safety, and manpower scheduling, as well as evaluating Best Demonstrated Practices.

Responsibilities

• 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.

Requirements

• 3+ years of experience supporting middle management and/or department.
• 5+ years of experience in an Administrative Assistant role or related training in an administrative function.
• Intermediate knowledge of MS Office (Word, Excel, PowerPoint).
• Associate’s, Bachelor’s, or Secretarial Degree preferred.
• Previous experience with an international company highly desired.

Skills

• Data entry
• Administrative support
• Purchase order
• Customer service
• Scheduling

Pay

The pay range for this position is $22.00 - $25.00/hr.

Benefits

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 insurance
• 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)

Schedule

This is a fully onsite position in Walpole, MA.