Administrative Assistant (Equipment Department)

William Charles Construction•Springfield, IL

6d•Hybrid

About The Position

William Charles Construction is hiring an Administrative Assistant to support their equipment department. The Administrative Assistant provides day-to-day administrative and coordination support to the Equipment Department. This role maintains accurate records, supports equipment and repair documentation, assists with timekeeping and invoice processing, coordinates department communications, and helps ensure equipment information is entered and distributed accurately and on time. The position interacts with Equipment leadership, mechanics, field teams, vendors, Accounts Payable, and other internal partners.

Requirements

High school diploma or GED required.
Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Strong data entry, filing, document control, and records-management skills.
Excellent organizational and time-management skills, with the ability to prioritize work based on urgency and deadlines.
Clear and professional written and verbal communication skills.
High attention to detail and the ability to identify missing or inconsistent information.
Ability to work independently, follow established procedures, and collaborate with office and field personnel.
Demonstrated discretion when handling confidential information.
Customer-service mindset and a willingness to learn equipment-related processes and terminology.

Nice To Haves

Two or more years of administrative, office coordination, equipment, fleet, service, maintenance, dispatch, or construction-related experience preferred.
An associate degree in business, office administration, or a related discipline is preferred but not required.
An equivalent combination of education and relevant work experience will be considered.
Experience using an ERP, fleet, maintenance, dispatch, or construction management system is preferred; Vista Viewpoint and B2W experience are a plus.

Responsibilities

Coordinate and maintain records related to fuel usage, vehicle and equipment licensing and registration, and applicable Department of Transportation compliance requirements, renewals, and documentation.
Collect, review, and enter weekly timekeeping information for mechanics, parts runners, and other assigned Equipment personnel.
Maintain organized electronic and paper files for preventive maintenance, repairs, parts, tires, invoices, and other Equipment Department records.
Enter equipment repair information, status updates, and equipment location changes into company systems accurately and promptly.
Assist with preparing, tracking, and distributing equipment reports, cost information, maintenance records, and other department documentation.
Receive incoming calls, emails, and inquiries for the Equipment Department; route requests and follow through on routine items.
Coordinate daily administrative needs with Equipment leadership, mechanics, superintendents, project teams, suppliers, and vendors.
Order consumable supplies and office materials for the Equipment facility and assigned job sites in accordance with established procedures.
Organize invoices and supporting documentation, obtain required approvals, and forward completed items to Accounts Payable.
Schedule meetings, appointments, and department events; prepare correspondence, reports, and other documents as requested.
Use standard office equipment and technology, including computers, scanners, copiers, phones, email, and mobile devices.
Protect confidential company, employee, vendor, and equipment information.
Provide administrative backup and complete other duties as assigned.