Equipment Admin Specialist

William Charles Construction; Rockford (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

William Charles Construction is seeking an Administrative Assistant to support the Equipment Department in Rockford, IL. The role manages day-to-day administrative tasks, maintains equipment records and documentation, and assists with timekeeping and invoicing processes.

You will interact with Equipment leadership, mechanics, field teams, vendors, Accounts Payable, and internal partners to ensure information is accurate and distributed on time.

Qualifications

• Requires a high school diploma or GED; associates degree preferred but not required.
• 2+ years in administrative/office coordination, equipment, fleet, service, maintenance, dispatch, or construction-related experience preferred.
• Strong proficiency with Microsoft Office and ability to manage records and documents.
• Experience with ERP or construction management systems is a plus.

Responsibilities

• Coordinate and maintain fuel usage, vehicle and equipment licensing/registration documentation.
• Enter weekly timekeeping information for mechanics and Equipment personnel.
• Maintain organized electronic and paper files for maintenance, repairs, parts, and invoices.
• Enter repair information, status updates, and equipment location changes in company systems.
• Prepare, track, and distribute equipment reports, cost information, and maintenance records.
• Handle inquiries for the Equipment Department and route requests accordingly.
• Coordinate daily administrative needs with Equipment leadership and field teams.
• Order supplies for Equipment facility and job sites following procedures.
• Organize invoices and obtain approvals for Accounts Payable.
• Schedule meetings and prepare correspondence and reports.

Skills

MS Office Proficiency

Data entry

Records management

Time management

Communication skills

Education

High school diploma or GED

Associate degree in business or related field

Tools

Vista Viewpoint

B2W

ERP systems

Job description

William Charles Construction is seeking an Administrative Assistant to support the Equipment Department in Rockford, IL. The role manages day-to-day administrative tasks, maintains equipment records and documentation, and assists with timekeeping and invoicing processes.

You will interact with Equipment leadership, mechanics, field teams, vendors, Accounts Payable, and internal partners to ensure information is accurate and distributed on time.