Field Brand Administrator

Job Title: Field Branch Administrator Job Description
The Field Branch Administrator provides comprehensive administrative and operational support to a busy field operations office and its staff. This role coordinates purchasing, accounts payable, contract management, billing, human resources, payroll, and field operations scheduling while ensuring smooth day-to-day office procedures. The position also supports safety programs, manages tools and equipment processes, and maintains accurate records and documentation across multiple systems.
Responsibilities
- Provide full administrative support to the field operations office and staff, ensuring efficient daily operations across purchasing, personnel relations, office procedures, job scheduling, safety, and manpower scheduling.
- Answer and route phone calls in a professional manner, greet visitors, and maintain accurate contact databases for field operations.
- Order uniforms for field and office staff, maintain adequate office supply levels, and coordinate building maintenance issues with appropriate vendors or internal teams.
- Sort and distribute deliveries, handle incoming and outgoing mail, and order special documents and materials for sales teams, superintendents, and project managers.
- Oversee ordering and stocking of safety equipment for field staff, ensuring appropriate inventory levels and timely replenishment.
- Support general office tasks including arranging catering, coordinating copier maintenance, performing reception duties, and assisting with special projects as needed.
- Prepare and process purchase orders, invoices, and related documentation for parts, equipment, and tools in accordance with established procedures.
- Coordinate check requests for items that fall outside the purchase order system, ensuring proper approvals and documentation.
- Assist with tool inventory management, including issuing tools, coordinating repairs, and arranging replacements as required.
- Track monthly material spending, reconcile records, and manage vendor statements to support accurate accounts payable processing.
- Process new contracts, contract changes, price adjustments, and addendums, ensuring accuracy and proper documentation.
- Handle billing activities, including preparing and sending invoices, updating customer billing preferences, and tracking payments.
- Support the turnover of new initiatives to internal service teams, including providing contract copies and documentation upon request.
- Provide required documentation and information to the legal team as requested, ensuring confidentiality and accuracy.
- Manage personnel data in the IUEC database, including entries for new hires, terminations, and supervisor changes.
- Oversee onboarding and offboarding processes, including required paperwork, coordination of PFL requests, and disability documentation.
- Prepare payroll for review and approval by superintendents, process payroll adjustments, and ensure accuracy and timeliness.
- Support safety programs by coordinating required documentation and ensuring compliance-related administrative tasks are completed.
- Schedule drug tests for new employees and individuals involved in workplace accidents, and track completion of results.
- Handle union-related administrative tasks, including processing annuity claims and related documentation.
- Update on-call availability lists, maintain field staff schedules, and prepare job tracking reports to support field operations.
- Coordinate municipal inspections and state permit applications, ensuring timely submission and accurate documentation.
- Process testing paperwork and violations remediation documentation for submission to municipalities, ensuring compliance with regulations.
- Track violations payments, reconcile records, and resolve discrepancies with municipalities or internal stakeholders.
- Manage vehicle-related administration, including vehicle orders, gas card assignments, parking ticket processing, accident reports, and rental arrangements.
- Participate in training to gain knowledge of company products, services, and fulfillment standards through classroom sessions, field exposure, and self-study platforms.
Essential Skills
- Minimum of 3 years of experience supporting middle management and/or departmental leadership in an administrative capacity.
- At least 5 years of experience in an administrative assistant role or similar administrative function.
- Demonstrated experience in administrative support, including office administration and coordination of multiple tasks and stakeholders.
- Experience preparing and processing purchase orders, managing accounts payable, and handling invoice processing.
- Experience with billing processes, including preparing and sending invoices and tracking payments.
- Experience supporting human resources functions such as onboarding, offboarding, personnel data maintenance, and union-related tasks.
- Experience assisting with payroll preparation and adjustments.
- Proficiency in Microsoft Office, including intermediate knowledge of Word, Excel, and PowerPoint.
- Experience with contact management and customer service in an office or call center environment.
- Experience supporting field operations, scheduling, and coordination of inspections or permits.
- Ability to manage multiple priorities, maintain accuracy, and meet deadlines in a fast-paced environment.
- Strong verbal and written communication skills with a professional phone and in-person presence.
- Ability to handle confidential information with discretion and integrity.
Additional Skills & Qualifications
- Associates or bachelors degree preferred.
- 3+ years of experience providing support to middle management or departmental administrative functions beyond the minimum requirements.
- 5+ years of experience in an administrative assistant role or similar beyond the minimum requirements.
- Previous experience working with an international company is highly desired.
- Experience with SAP or similar enterprise resource planning systems.
- Familiarity with IUEC or similar union databases and processes.
- Experience coordinating safety programs, including tracking safety equipment and compliance-related documentation.
- Strong organizational skills and attention to detail, particularly in managing records, contracts, and financial documents.
- Ability to learn and apply knowledge of company products, services, and fulfillment standards through training and self-study.
- Interest in professional and leadership development, including participation in training and growth opportunities.
Work Environment
This role is fully on-site and based in a field operations office environment that supports a large, active service organization. You will work closely with field technicians, superintendents, project managers, sales staff, and other office personnel. The position involves frequent use of computers and standard office equipment, including Microsoft Office and SAP, as well as handling physical mail, deliveries, and safety equipment. The workday typically includes regular business hours with periods of higher activity driven by field schedules, inspections, and billing cycles. The environment is collaborative and fast-paced, with a strong emphasis on safety, operational excellence, and customer service. The organization offers a comprehensive benefits package, including a fully vested 401k match up to a defined percentage of eligible compensation, competitive medical, dental, and vision plans effective from the first day of hire, three weeks of vacation that increases with tenure, seven sick days, three floating holidays, and eight company-observed holidays. Additional benefits include tuition reimbursement eligibility after six months of service, paid parental leave at full base pay for six consecutive weeks within the first year of a childs birth or adoption, and a wide range of development opportunities to support professional and leadership growth.
Job Type & Location
This is a Contract position based out of Birmingham, AL.
Pay and Benefits
The pay range for this position is $23.00 - $24.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)
Job Type & Location
This is a Contract position based out of Birmingham, AL.
Application Deadline
This position is anticipated to close on Nov 17, 2026.
Workplace Type
This is a fully onsite position in Birmingham,AL.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.