Administrative Coordinator

Job Description

A global leader in vertical transportation equipment is seeking a Field Branch Administrative Coordinator to support a high-visibility operations team during a critical transition period of their ERP system. This role is urgently open (ASAP) and plays a central role in keeping field operations, service, and repair running smoothly across a fast-paced branch environment.

You will sit within a 30-person office while directly supporting a smaller, tight-knit operations team (~6 people) including a Branch Manager, Sales Rep, and Field Superintendents. This individual acts as the hub for administrative coordination across service, dispatch, construction, and field teams - requiring strong ownership and the ability to push processes forward. All communication is 100% internal (no angry customers)

Core responsibilities include:

• Managing purchase orders, invoices, and vendor coordination; tracking spend and resolving discrepancies

• Supporting contract processing, billing, and system updates in partnership with sales reps

• Overseeing certified payroll workflows (entered by supers, approved and audited by you for accuracy)

• Coordinating field operations logistics: scheduling, inspections, permits, violations tracking

• Handling HR/payroll admin: onboarding/offboarding, union-related processes, drug testing coordination

• Acting as the central point of communication for internal stakeholders across operations and sales

• Supporting vehicle management, safety equipment, and field readiness

• Managing general office operations (supplies, reception, vendors, facilities)

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

2-5+ years of experience in an Administrative, Operations Support, or Project Coordination role

Experience supporting mid - large sized construction, field services/dispatching, or industrial environments

Experience handling purchase orders, invoicing, and contract processing

Experience with payroll processing, auditing, or certified payroll workflows

Proficiency in Microsoft Office (Excel, Word, Outlook)

Ability to operate in a fast-paced, high-accountability environment with strong communication skills and confidence Exposure to union environments or related HR processes (IUEC preferred)

SAP or similar ERP system experience

Experience supporting service/repair operations teams

Bachelor’s or Associate’s Degree