Office Administrator

Location

Boston, MA, United States

Job ID

90198

About the Role

Join us as a Office Administrator. Your main responsibilities include providing comprehensive support for our field operations office and staff, managing purchasing and accounts payable, handling human resources and payroll, and assisting with field operations.

Responsibilities

• 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.
• Aid with general office tasks like catering, copier maintenance, reception duties, and special projects.
• Purchase and process parts, equipment, and tools.
• Coordinate check requests for items outside the PO system.
• Manage tool inventory, issuing, repairing, and replacing tools.
• Track monthly material spending and manage vendor statements.
• 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.
• Update on-call availability, schedules, and job tracking reports.
• Cook up 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.

Requirements

• 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.

Qualifications

• Knowledge of Schindler’s products, services and fulfillment standards through live classroom trainings, time in the field and self-study learning platforms

Skills

Knowledge of Schindler’s products, services and fulfillment standards through live classroom trainings, time in the field and self-study learning platforms

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.

Pay

Base Salary: $49,800 - $62,300

The above represents the typical salary range for this position. Revisions to the range may be considered based on your experience, education, location, demonstrated skills, and alignment with business priorities. Please note that the compensation listed reflects only base salary and does not include commissions or longer-term incentives.

Schedule

Not specified