Location: Hartford, CT, United States
Job ID: 90703
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
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.
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. Please note that the compensation listed reflects only base salary and does not include commissions or longer-term incentives
- 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.
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.
