Lead Field Branch Administrator

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.