Administrative Assistant (Equipment Department)

CEI Services; Springfield (IL); On-site; USD 38,000 - 48,000; Full time

Job summary

William Charles Construction in Springfield, IL is seeking an Administrative Assistant to support the Equipment Department. The role handles day-to-day administrative tasks, records management, timekeeping, and invoice processing, coordinating with leadership, mechanics, field teams, vendors, and Accounts Payable.

Ideal candidate has strong organizational skills, proficiency in MS Office, and experience with ERP/maintenance systems.

Qualifications

• Requires high school diploma or GED.
• Two or more years of related administrative experience.
• Associate degree preferred but not required.
• Equivalent combination of education and experience considered.

Responsibilities

• Coordinate and maintain records for fuel usage and vehicle/equipment licensing.
• Enter weekly timekeeping information for mechanics and Equipment personnel.
• Maintain organized files for preventive maintenance, repairs, and invoices.
• Enter equipment repair information and location changes into systems.
• Prepare, track, and distribute equipment reports and maintenance records.
• Receive calls and emails for the Equipment Department and route requests.
• Coordinate daily administrative needs with leadership, mechanics, project teams, and vendors.
• Order supplies for Equipment facility and job sites.
• Organize invoices and forward to Accounts Payable.
• Schedule meetings and prepare correspondence and reports.
• Protect confidential information.
• Provide administrative backup and other duties as assigned.

Skills

Time management

Organizational skills

Communication skills

Data entry

Discretion with confidential info

Education

High school diploma or GED

Associate degree in business/office administration

Equivalent combination of education and experience

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Vista Viewpoint

B2W

ERP/CMMS/maintenance system

Job description

Overview

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.

Company Overview

With more than a century of exceptional work on our resume, William Charles Construction remains guided by the pursuit of excellence. Our “Do it Right the First Time” work ethic has been the cornerstone of our business philosophy since 1892. With our broad background in heavy civil construction, environmental management, and mining and materials production, we have the expertise to help our customers complete their most complex projects.

William Charles Construction is part of the MasTec Clean Energy & Infrastructure (CE&I) business segment. The CE&I segment generates over $4.5 billion in annual revenue, providing construction services across our renewables, industrial, infrastructure, and general building operating groups. Sustainability and safety are foundational to our culture and influence everything we do.

MasTec, a minority-owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments.Join one of the largest construction firms in the country (Engineering News-Record [ENR]: #1 in Power, #16 Top 50 Domestic Heavy Contractors, #13 Transportation Contractor).

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.

Qualifications

• High school diploma or GED required.
• 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.

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience using an ERP, fleet, maintenance, dispatch, or construction management system is preferred; Vista Viewpoint and B2W experience are a plus.
• 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.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

• Work is primarily performed in an office or Equipment facility environment, with occasional exposure to noise, temperature changes, moving equipment, tools, trucks, dust, or other conditions associated with construction and maintenance operations.
• The role frequently requires sitting and using a computer, phone, keyboard, and other office equipment; occasional standing, walking, bending, reaching, and lifting or carrying items up to 20 pounds may be required.
• Employees must follow all applicable safety requirements when entering shop, yard, or jobsite areas.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Service Line

WCL-William Charles Construct