Equipment Admin Specialist – Construction Logistics

Clean Energy & Infrastructure Services; Springfield (IL); On-site; USD 35,000 - 48,000; Full time

Job summary

William Charles Construction is seeking an Administrative Assistant to support the Equipment Department in Rockford, IL. You will handle day-to-day administrative tasks, maintain records, and assist with timekeeping and invoicing, ensuring accurate equipment data and smooth department operations.

You will collaborate with equipment leadership, mechanics, field teams, and vendors, organize documentation, and keep systems up to date. Strong organizational and communication skills are essential.

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.

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.

Skills

Microsoft Office

ERP systems

Data entry

Organizational skills

Communication skills

Discretion

Team collaboration

Education

High school diploma or GED

Associate degree preferred

Tools

Vista Viewpoint

B2W

Job description

William Charles Construction is seeking an Administrative Assistant to support the Equipment Department in Rockford, IL. You will handle day-to-day administrative tasks, maintain records, and assist with timekeeping and invoicing, ensuring accurate equipment data and smooth department operations.

You will collaborate with equipment leadership, mechanics, field teams, and vendors, organize documentation, and keep systems up to date. Strong organizational and communication skills are essential.