Administrative Assistant

William Charles Construction • Springfield, IL

6d • Onsite

About The Position

William Charles Construction, a MasTec Company, is hiring an Administrative Assistant for its Springfield, Illinois office. The role provides administrative and general office support to site and area operations, directly supporting field teams and business operations. The Administrative Assistant serves as a primary point of contact for site personnel, Operations Managers, and Regional Support Managers.

The position supports office administration, vendor relations, correspondence, customer requests, project paperwork and invoicing, meeting coordination, expense reporting, and payroll timesheet processing. It also supports field management with project and daily business needs, helps maintain a safe work environment, and provides backup support to other office employees as needed.

Requirements

• High school diploma or equivalent.
• 1–3 years of experience in an administrative role.
• Ability to communicate effectively verbally and in writing.
• Working knowledge of Microsoft Office.
• Working knowledge of office equipment, including scanning, printing, and emailing documents.

Nice To Haves

• Working knowledge of construction software.

Responsibilities

• Establish and maintain a filing system, ensuring documentation and information are current and readily retrievable.
• Assist with internal and external vendor relations, including invoice payments, new vendor setup, and resolving vendor issues.
• Handle incoming calls, emails, and company correspondence, route inquiries and requests to the appropriate person or department, and follow up to help ensure timely responses.
• Assist customers with immediate needs and help employees with tasks related to customer requests.
• Track paperwork; process new work and projects; update work and project statuses; create job invoices; and maintain a detailed log of start and end dates.
• Organize and coordinate staff and other meetings, prepare materials related to agenda items, and follow up on action-item status.
• Respond promptly to requests from Resource Management and Field Operations.
• Keep site bulletin boards updated and organized with company newsletters, safety posters, federal posters, workers' compensation information, and other materials.
• Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries.
• Maintain a safe work environment by following and supporting safe practices.
• Prepare and submit weekly expense reports in accordance with company policy, including reports for traveling technicians and new hires.
• Receive payroll timesheets and enter them promptly to help ensure employees are paid on time.
• Provide backup support to other office support employees as required.
• Coordinate special projects as assigned.
• Assist and support field management with projects and daily business needs.

Benefits

• Competitive pay of $23.00–$27.00 per hour, commensurate with experience.
• 401(k) with company match.
• Employee Stock Purchase Plan (ESPP).
• Flexible spending accounts for healthcare and dependent care.
• Medical, dental, and vision insurance with plan choice and coverage for spouse, domestic partner, and children.
• Diabetes management, telehealth coverage, prescription drug plan, and pet insurance.
• Paid time off and paid holidays.
• Bereavement leave.
• Military leave, including differential pay and benefits continuation.
• Employee Assistance Program.
• Short- and long-term disability, life insurance, and accidental death and dismemberment coverage.
• Voluntary life insurance, accident, critical illness, and hospital indemnity coverage.
• Emergency Travel Assistance Program.
• Group legal plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED