Branch Administrative Assistant

Maxim Crane Works, LP; Stoughton (MA); On-site; USD 60,000 - 65,000; Full time

Job summary

Maxim Crane Works is seeking a Branch Administrative Assistant to support daily dispatch operations, coordinate job logistics, and ensure accurate records. You will assist with payroll entry, compliance tasks, and documentation for field crews in a fast-paced branch environment.

The role offers exposure to dispatch operations, payroll workflows, and site support, with opportunities to enhance organizational processes while collaborating with multiple teams across the branch.

Qualifications

• High school diploma or GED is required.
• Previous administrative experience in a fast-paced environment is preferred.
• Payroll experience in an industrial or construction setting is a plus.
• Familiarity with CMMS (Job Cost Dispatch) is nice to have but not required.
• Experience coordinating background checks and drug screenings is a plus.

Responsibilities

• Support Daily Dispatch Operations: Assist the Dispatcher with coordinating jobs, processing and communicating job instructions, and preparing permits and other required documentation.
• Coordinate Job Logistics: Prepare maps, directions, job-specific paperwork, and other materials to ensure field personnel have what they need before heading to a job site.
• Help Keep Operations Compliant: Assist with monitoring weather conditions, reviewing DOT regulations, coordinating with the Compliance Specialist, and tracking site-specific requirements.
• Support Safety and Equipment Documentation: Verify that required inspections are completed and properly filed, communicate discrepancies or service issues to the Service Department, and review ELD compliance for cranes assigned to the branch.
• Assist with Payroll Processing: Collect daily employee timesheets, verify applicable pay rates based on job type and employee, and enter time into the CMMS system (Job Cost Dispatch).
• Coordinate Employee and Site Requirements: Help manage job-site prerequisites and compliance documentation, including background checks and drug screenings as needed.
• Keep Things Organized: Maintain accurate records, manage competing priorities, meet deadlines, and provide general administrative support to the branch as needed.

Skills

Communication

Attention to detail

Multitasking

Organizational skills

Team player

Problem solving

Education

High school diploma or GED

Tools

CMMS Job Cost Dispatch

MS Office

Job description

About The Role

Are you organized, detail-oriented, and someone who enjoys keeping things running smoothly? Join Maxim Crane Works as a Branch Administrative Assistant, where you’ll play an important role in supporting daily branch operations and helping our teams deliver exceptional service to our customers.

Working closely with the Dispatcher and other branch personnel, you’ll help coordinate job logistics, maintain accurate records, support payroll processing, and ensure our crews have the information and documentation they need to get the job done safely and efficiently.

This is more than a traditional administrative position. You’ll gain hands‑on exposure to dispatch operations, payroll, job coordination, compliance, and field support. If you enjoy variety in your work, solving problems, and being a reliable resource for a team, this could be a great opportunity for you!

What You’ll Do

• Support Daily Dispatch Operations: Assist the Dispatcher with coordinating jobs, processing and communicating job instructions, and preparing permits and other required documentation.
• Coordinate Job Logistics: Prepare maps, directions, job‑specific paperwork, and other materials to ensure field personnel have what they need before heading to a job site.
• Help Keep Operations Compliant: Assist with monitoring weather conditions, reviewing DOT regulations, coordinating with the Compliance Specialist, and tracking site‑specific requirements.
• Support Safety and Equipment Documentation: Verify that required inspections are completed and properly filed, communicate discrepancies or service issues to the Service Department, and review Electronic Logging Device (ELD) compliance for cranes assigned to the branch.
• Assist with Payroll Processing: Collect daily employee timesheets, verify applicable pay rates based on job type and employee, and enter time into the CMMS system (Job Cost Dispatch).
• Coordinate Employee and Site Requirements: Help manage job‑site prerequisites and compliance documentation, including administrative support for background checks and drug screenings as needed.
• Keep Things Organized: Maintain accurate records, manage competing priorities, meet deadlines, and provide general administrative support to the branch as needed.

What You’ll Bring

Education

• High school diploma or GED required.

Experience

• Previous administrative experience in a fast‑paced environment is preferred.
• Experience with payroll, particularly in an industrial or construction setting, is a plus.
• Familiarity with a computerized maintenance management system (CMMS), such as Job Cost Dispatch, is nice to have but not required.
• Experience coordinating background checks and drug screenings is a plus.

Skills And Qualifications

• Strong communication skills and attention to detail.
• Proficiency in Microsoft Office applications and general computer systems.
• Excellent organizational and multitasking skills, with the ability to manage competing priorities and deadlines.
• Strong problem‑solving skills and the ability to make sound decisions in a fast‑paced environment.
• Ability to communicate effectively, follow written and verbal instructions, and work collaboratively with employees across the organization.
• A flexible, team‑oriented approach and willingness to learn new systems and processes.

Salary range $60,000 - 65,000, depending on experience.

Work Environment and Physical Requirements

This position primarily works in a typical office environment and requires regular movement throughout the workplace. Duties may include walking, reaching, bending, kneeling, crouching, crawling, pushing, pulling, and handling materials. The employee may occasionally lift or move items weighing up to 25 pounds.

Why Join Maxim Crane Works?

At Maxim Crane Works, our people are at the center of everything we do. As part of our team, you’ll help support the coordination, communication, and organization that keep our branch operations moving. You’ll work with different teams, help solve day‑to‑day challenges, and see firsthand how your contributions support our employees, customers, and overall operations.

If you enjoy staying organized, taking ownership of your work, and making a difference behind the scenes, we encourage you to apply!

Equal Employment Opportunity

Maxim Crane Works is an Equal Opportunity Employer. We do not discriminate against employees or applicants for employment based on race, color, religion, creed, sex, national origin or ancestry, age, sexual orientation, disability, genetic information, veteran status, or any other characteristic protected by applicable law. Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled