Sr. Office Administrator

Schindler; New York (NY); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Fully vested 401k match

Medical, Dental and Vision plans

Vacation and sick leave

Tuition reimbursement

Parental leave

Job summary

Schindler Group in NYC Downtown is seeking a Sr. Office Administrator to provide administrative support to Field Managers, manage purchasing, invoices, reporting, and payroll preparation.

The role covers office procedures, job scheduling, and compliance tasks. Responsibilities include expediting orders, coordinating material and shipments for service projects, preparing reports, and liaising with building departments for permits.

Qualifications

• 3 years experience supporting middle management.
• 5 years experience as Administrative Assistant or related role.
• Experience with an international company is highly desired.
• Proficient in MS Office: Word, Excel, PowerPoint.

Responsibilities

• Provide administrative support to Field Managers and manage scheduling.
• Process purchase orders, invoices and related paperwork; assist in tool control and procurement.
• Coordinate materials, manpower and shipments for service, modernization, or new construction projects.
• Prepare field payroll and assist with reports required by management.
• Interface with municipal departments for inspections and permits; compile reports.

Skills

Administrative support

Middle management support

Communication skills

Organizational skills

Education

Bachelor's degree

Business School degree

Secretarial degree

Tools

MS Office

Job description

Location: NYC Downtown EI,NY,United States
Job ID:86308

Join us as a

We Elevate... Quality of urban life

Our elevators, escalators, and moving walks safely transport more than twobillion of us up and down buildings and across transportation hubs every day. As part of the Schindler team, you’ll discover meaningful work that enhancesquality of life for communities, and contribute to making places more accessible,inclusive, and sustainable for all. By joining us, you don’t justbecome part of our success story; you help shape the future and continue ourrich legacy that started back in 1874.

Sr. Office Administrator

Your main responsibilities

To provide administrative assistance to Field Managers. Areas include purchasing, accounting, personnel relations, office procedures, job scheduling, best Demonstrated practice performance evaluation, safety and manpower scheduling

• Prepare and process purchase orders, invoices and related paperwork for the purchase of parts, equipment and tools from outside sources. Assist in tool control, issue, repair and replacement.
• Assembly and track Service Purchase Order activities, assigning order numbers, purchase order numbers and follow-up to billing.
• Expedite shortages of parts and equipment by contacting the Factories Service Center or local suppliers as required. Expedite order changes.
• Coordinates material, manpower and shipments for service, modernization, repair or new construction projects in line with project schedules.
• Analyze manpower and job loading requirements with respect to Best Demonstrated Practice
• Compile and transmit monthly EEO accumulations to the Department of Labor and general contractors. Maintain Workers Compensation files and related OSHA reports. Assist with Region Safety Program, review violations and recommend solutions
• Prepare field payroll for Superintendent’s approval.
• Make necessary arrangements with municipal building departments for inspection as required by local ordinance. Applies for state permits for new installations.
• Ability to Prepare reports such as: job tracking reports, SAP reports, etc., as requested or required by department or management and in accordance with Best Demonstrated Practice.
• Perform administrative tasks such as copying, filing, composing, and typing routine correspondence, preparing outgoing mail, including email and faxes, maintaining contact/address database information, screening phone call, and greeting visitors. Responsible for maintaining various files, records, logos, and manuals for Field Operations and Preparation of required reports.

What you bring

Minimum Education Level: Bachelors Degree Preferred
Other Special Requirements: Business School or Secretarial Degree

FUNCTIONAL/TECHNICAL EXPERTISE:

• Experience supporting middle management and/or department - 3 years
• Experience in an Administrative Assistant or related training in an administrative function - 5 years
• Previous experiences with an international company highly desired
• Intermediate knowledge of MS Office (i.e., Word, Excel, PowerPoint

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 variable incentives or benefits

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 and8 Company Observed Holidays.
• Tuition Reimbursement - Eligible after 6 months of service.
• Parental Leave – 100% base pay for 6 consecutive weeks within first year of achild’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 innovationwhile raising the bar for safety and sustainability. We value your diverse skills andperspectives as together we shape the sustainable cities of today and tomorrow.

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.

• 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.

Nearest Major Market: Middletown
Nearest Secondary Market: Poughkeepsie