Administrative Support (Equipment)

Senergy Petroleum; Mesa (AZ); On-site; USD 35,000 - 55,000; Full time

Job summary

Senergy Petroleum in Mesa, AZ seeks an Administrative Support to assist the Equipment department with records, documents, scheduling, and coordination with sales, operations, service, and customers. The role covers equipment inventory tracking, maintenance coordination, and preparing contracts and billing paperwork to ensure accurate and timely processing across the business.

You will also help with reporting, data entry, and ensuring compliance with company procedures, while providing

Qualifications

• Strong computer skills and ability to learn company systems and processes.
• Proficient in Microsoft Excel and Word for documentation and reporting.
• Excellent verbal and written communication and attention to detail.
• Ability to multitask and maintain accuracy in a fast-paced environment.
• Willingness to obtain forklift certification to support operations.

Responsibilities

• Maintain equipment records, documents, files, and reports.
• Coordinate with sales, operations, service, invoicing, and customers for documentation.
• Track equipment inventory, assignments, returns, and maintenance status.
• Prepare and organize contracts, delivery tickets, and billing documents.
• Assist with scheduling, communication, and documentation for the Equipment team.

Skills

Excel

Word

Customer service

Communication

Detail-oriented

Multitasking

Forklift certification

Education

Trade certificate

Job description

Job Summary The Administrative Support role plays an important part in ensuring the efficient, accurate, and seamless operation of Senergy’s Equipment department. This position is responsible for providing administrative, operational, customer service, and sales support to the Equipment team while coordinating closely with sales, operations, service, invoicing, and customers.

What You Will Do…

Administrative Support

• Maintain accurate equipment records, documents, files, and reports.
• Assist with preparing and organizing department paperwork.
• Track open administrative items and follow up as needed.
• Support department leadership and team members with scheduling, documentation, and communication.
• Ensure equipment-related information is entered and updated accurately.

Equipment Inventory, Monitoring & Maintenance Coordination

• Track equipment inventory, assignments, returns, repairs, and availability.
• Maintain records for tank monitoring equipment, including placements, installations, removals, and service updates.
• Coordinate with the Equipment team, operations, and service personnel regarding equipment status.
• Assist with equipment maintenance and repair documentation.
• Help identify missing, incomplete, or outdated equipment records.

Customer Services, Sales, and Operations Support

• Assist customers and internal teams with equipment-related questions and requests.
• Coordinate with sales and operations on customer equipment needs, loaned equipment, and service follow-up.
• Support sales representatives with documentation for equipment placements, contracts, repairs, and maintenance.
• Communicate equipment status, service updates, and documentation needs to the appropriate parties.
• Help resolve customer service issues, missing paperwork, or equipment-related discrepancies.

Contracts, Delivery Tickets & Billing Documentation

• Prepare and maintain loaned equipment contracts and related documentation.
• Track required signatures, approvals, and supporting documents.
• Review, organize, and submit delivery tickets and billing documents.
• Coordinate with billing, sales, and operations to resolve missing or incomplete paperwork.
• Maintain accurate records to support customer accounts, billing activity, and equipment documentation.

Additional

• None

Supervision of Others

• None

Work Environment

• Typically work is performed in an office setting.

Physical Demands

• Able to sit and stand for extended periods of time.
• Able to move about office setting to complete responsibilities.
• Able to move freely around work and customer sites.
• Able to climb stairs and ladders, kneel, bend, and stoop.
• Heavy use of phone, computer, and office equipment.
• Able to lift up to 25 lbs.

Travel

• Negligible

Knowledge, Skills, and Abilities

Required

• Strong computer skills and able to learn company systems and processes.
• Strong verbal and written communication skills.
• Ability to work proficiently in Microsoft Excel and Word.
• Adheres to the company’s values and ethical expectations.
• Able to effectively multitask with a strong attention to detail.
• Able to obtain Company forklift certification.
• Strong customer service skills.

Preferred

• One (1) year customer service experience desired
• Minimum one (1) year of B2B experience
• Trade or technical school (Certificate or diploma) in an applicable field.
• Experience in transportation, lubricants, fuel, or a related industry

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.