Senior Field Branch Administrator

Location: Hartford, CT, United States

About the role

Our elevators, escalators, and moving walks safely transport more than two billion people up and down buildings and across transportation hubs every day. As part of the Schindler team, you’ll discover meaningful work that enhances quality of life for communities, and contribute to making places more accessible, inclusive, and sustainable for all.

Responsibilities

• Scheduling & Field Operations Support
  • Manage and maintain technician schedules, including YEPR/YEPRN updates, daily adjustments, and weekly communications.
  • Develop and distribute annual schedules for multiple customer sites, including standby coverage and equipment-specific schedules.
  • Track technician availability, including vacation, sick time, and daily changes.
  • Coordinate state inspections and assign units to appropriate technicians.
  • Update job ticket communication details and maintain accurate technician contact lists.
• Billing, Financial & Procurement Support
  • Process purchase orders, invoices, vendor requests, and workflow approvals.
  • Support T&M billing, ESM ticket resolution, and payroll-related issues in coordination with field leadership.
  • Review billing for discrepancies and identify incidents impacting charges.
  • Manage check processing, lockbox submissions, and Kofax check requests.
  • Assist with collections efforts and participate in related calls.
  • Reprint, adjust, and create purchase orders across branches and cost centers.
• Vendor & Contract Management
  • Coordinate vendor setup and maintain vendor relationships.
  • Manage contracts, including maintaining files and providing documentation to internal teams.
  • Process uniform orders, service agreements, and general vendor requests.
  • Support parking placard applications and ensure compliance documentation is complete.
• Fleet & Asset Management
  • Administer vehicle program, including registrations, gas cards, returns, and recall tracking.
  • Maintain accurate vehicle records and documentation.
  • Coordinate returns of company equipment (phones, computers) with IT.
• Claims, Compliance & Documentation
  • Manage incident and accident claims through Broadspire.
  • Handle notarizations and ensure proper recordkeeping.
  • Maintain and update regulatory and employee records (IUEC database, tax forms, 401(k) changes, drug screenings).
• Office & Facilities Management
  • Oversee day-to-day office operations, including mail distribution, shipping/receiving, and supply ordering.
  • Coordinate building maintenance, vendor services, and workplace logistics.
  • Assist with workspace organization, events, and general office upkeep.
• Employee & Administrative Support
  • Provide administrative support to office staff, technicians, and leadership.
  • Assist with training initiatives, process improvement, and system support (e.g., SHAPE).
  • Address employee inquiries related to payroll, scheduling, and administrative processes.
  • Maintain forms, documentation, and internal communication processes.
• HR Administration & Employee Support
  • Support IUEC processes including onboarding, requisitions, terminations, job code and supervisor changes, and pay rate updates.
  • Manage employee forms and compliance documentation (tax forms, 401(k), drug screenings, PPE authorizations, etc.).
  • Assist with payroll-related inquiries, technician issues, and administrative support for field teams.
  • Support training initiatives, including SHAPE system adoption and process standardization.
• Additional Support Functions
  • Participate in cross-functional initiatives and training support.
  • Ensure accuracy, compliance, and organization across all administrative processes.
  • Act as a central point of contact for office operations and coordination needs.

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 or Bachelor’s Degree preferred.

Pay

Base Salary: $59,700 - $74,600. 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.

Benefits

• Fully vested 401k match, up to 7% of total eligible compensation.
• Competitive Medical, Dental, and Vision Plans – effective from the 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 the first year of a child’s birth or adoption.
• A wide range of development opportunities to boost your professional and leadership growth.