Lead Field Branch Administrator

Job description

Location: Charlotte, NC, United States Job ID: 90884 We Elevate... Quality of urban life Our elevators, escalators, and moving walks safely transport more than two billion of us 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. By joining us, you don’t just become part of our success story; you help shape the future and continue our rich legacy that started back in 1874. Join us as a Lead Field Branch Administrator Your main responsibilities Your main responsibilities The Lead Field branch Administrator (LFBA) will be responsible for maintaining proficiency and con-sistency within their respective Territory by providing training to the Field Branch Administrator (FBA)s 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. This position can be located in any field office within the Southeast territory. 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. What you bring What you bring • High School Diploma or degree equivalent 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 What’s in it for you? 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. We Elevate… Your Career Become part of our team, help us enhance quality of life and drive innovation while raising the bar for safety and sustainability. We value your diverse skills and perspectives as together we shape the sustainable cities of today and tomorrow. Don’t meet every single requirement? If you’re excited about this role but your experience doesn’t align perfectly with the qualifications listed in the job description, we encourage you to apply anyway! You may just be the right candidate for this or other roles! Are you ready to embark on a new journey? Join #TeamSchindler! Our Core Values: Safety: Uphold the highest safety standards for all. Integrity and Trust: Foster honest, ethical relationships. Create Value for the Customer: Deliver innovative, reliable solutions. Quality: Ensure excellence in every product and service. Commitment to People Development: Nurture our people, they are the heart of our success. Discover more on our career website . At Schindler Group we value inclusion and diversity, and practice equity to create equal opportunities for all. We endeavor that all qualified applicants will receive consideration for employment without regard to age, race, ethnic background, color, religious affiliation, union affiliation, gender, gender identity, sexual orientation, marital status, national origin, nationality, genetics and health, disability or veteran status. Any unsolicited application from Recruitment Agencies is deemed to be rejected and does not constitute in any manner an offer from a Recruitment Agency.