Equipment Admin Coordinator

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

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.