Equipment Coordination & Admin Specialist

William Charles Construction; Rockford (IL); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Competitive pay

401(k) with match

ESPP

Healthcare benefits

Gym membership network

Paid time off

Bereavement leave

Employee assistance program

Disability insurance

Life insurance

Job summary

William Charles Construction is seeking an Equipment Assistant to support the Equipment Department on-site in Rockford, IL. You will handle records, timekeeping, and invoicing, while coordinating communications with field teams and vendors.

The role emphasizes data accuracy, documentation, and adherence to procedures as you support daily operations and reporting for the Equipment group.

Qualifications

• High school diploma or GED required.
• 2+ years administrative/office coordination experience preferred.
• Associate degree preferred but not required.
• Equivalent combination of education and experience considered.

Responsibilities

• Coordinate and maintain records for fuel, licensing, and DOT compliance.
• Collect and enter weekly timekeeping for Equipment personnel.
• Maintain organized files for PM, repairs, parts, and invoices.
• Enter repair info, status updates, and location changes in systems.
• Prepare, track, and distribute equipment reports and docs.
• Handle calls, emails, and inquiries for Equipment Department.
• Coordinate daily admin needs with leadership, mechanics, and vendors.
• Order supplies for Equipment facility and job sites.
• Organize invoices and forward to Accounts Payable.
• Schedule meetings and prepare correspondence and reports.

Skills

Microsoft Office

ERP system

Vista

Viewpoint

Data entry

Time management

Education

High school diploma or GED

Associate degree preferred

Tools

Windows OS

Office 365

Job description

William Charles Construction is seeking an Equipment Assistant to support the Equipment Department on-site in Rockford, IL. You will handle records, timekeeping, and invoicing, while coordinating communications with field teams and vendors.

The role emphasizes data accuracy, documentation, and adherence to procedures as you support daily operations and reporting for the Equipment group.