Sr Field Branch Admin

Provides comprehensive administrative, operational, and financial support to branch operations. Serves as a central point of coordination for field teams, vendors, customers, and internal stakeholders, ensuring accuracy across scheduling, billing, compliance, and office management activities.

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.

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.

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.

* 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 or Bachelor's Degree preferred.
* 3+ years of support for middle management or departmental administrative functions.
* 5+ years in an administrative assistant role or similar.

• 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 achild's birth or adoption.
• A wide range of development opportunities to boost your professional and leadership growth.