Lead Field Branch Administrator

About the role

The Lead Field Branch Administrator (LFBA) will be responsible for maintaining proficiency and consistency within their respective Territory by providing training to Field Branch Administrators (FBAs) 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.

Responsibilities

• 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 NI–EI 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.

Qualifications

• High School Diploma 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

Benefits

• 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