Office Administrator (Field Support)

ICES: Data, Discovery, Better Health; Des Moines (IA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Des Moines office

Job summary

ICES: Data, Discovery, Better Health is seeking a hands-on support role based out of Des Moines to keep field operations running smoothly. You will take on admin duties that unblock Market Managers, PMs, Coordinators, and Field Leads, allowing them to focus on execution.

You’ll own labor, fleet, inventory, and field supplies records, while also maintaining our non-profit catalogs. This role emphasizes practical problem solving, reliability, and cross-team collaboration in a growing regional team.

Qualifications

• Ability to solve problems with common-sense solutions when issues arise.
• Strong organizational skills and attention to detail.
• Comfort with using and learning new software tools.

Responsibilities

• Chase down missing punches and reconcile temp invoices for payroll.
• Track PTO and keep payroll-ready records.
• Track registration renewals, fuel card logs, and schedule equipment rentals.
• Ensure field crews have access to gear, apparel, tools, and equipment.

Skills

Problem solving

Organizational skills

Tech-savvy

Job description

We know “support” roles can be an often overlooked and underappreciated role in many businesses. Not here. We consider this role a massive force multiplier and a key component to everything we do. While our crews are out in the field keeping the world humming, we need a dedicated person to own the behind-the-scenes support that keeps our markets running.

The Role (In Plain English):

This is absolutely NOT a slow-paced, bureaucratic, corporate gig. We need a natural problem solver who thrives on variety and likes to tame chaos. If a software tool acts up or an unexpected issue pops up, you don't panic. You find a common-sense solution. You genuinely enjoy tech, trying new tools, and staying organized without someone hovering over your shoulder.

You live in the sweet spot between the office and the job site. Your internal customers are our Market Managers, PMs, Coordinators, and Field Leads. Your mission is simple: take field administration off their shoulders so they can focus on execution.

The Four Pillars You’ll Own:

• Labor & Timecards: Chase down missing punches, reconcile temp invoices, track PTO, and keep records ready for payroll.
• Fleet & Equipment: Track registration renewals, manage fuel card logs, and schedule equipment rentals.
• Storage & Inventory Records: Set up recurring storage billing, track inventory activity, and make sure billing records align with reality.
• Field Supplies: Make sure crews have seamless access to the gear, company apparel, tools, and specialty equipment they need to do their jobs safely and efficiently.

Beyond the Basics (Community Impact):

You will also own and maintain our digital product catalogs for our non-profit initiatives. This gives you a direct, hands‑on role in connecting our daily operations to meaningful community projects across our markets.

The Honest Pros:

• You’re Not a Number: Everyone will know your name, and no team will appreciate you more.
• Zero Corporate Stuffiness: Common sense, humility, and humor win over rigid bureaucracy.
• Unlimited Opportunity: As we scale, the tasks you manage today will evolve into full departments you help build.

Some Honest Cons:

• The Landscape Shifts: Because we are growing, things change. If you need a completely static, predictable routine where your day is mapped out 100% in advance, this isn’t it.
• You Have to Protect the Fort: You’re part of the team that anchors support, the rest of the team relies heavily on your consistency to keep the train on the tracks.
• The Multi-Hat Reality: You will be balancing entirely different tasks at once. It requires someone who can seamlessly switch gears without getting stressed out by the mix.

Why Us?

We’re a growing $10M company with 100 people in the field. You get the backbone of a regional powerhouse with a tight Des Moines office team where people genuinely enjoy working together.

This is a full-time position based out of our Des Moines office.