Equipment Assistant

• 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.

• 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.

Knowledge/Skills/Abilities

• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience using an ERP, fleet, maintenance, dispatch, or construction management system is preferred; Vista
• Viewpoint and B2W experience are a plus.
• Strong data entry, filing, document control, and records-management skills.
• Excellent organizational and time-management skills, with the ability to prioritize work based on urgency and deadlines.
• Clear and professional written and verbal communication skills.
• High attention to detail and the ability to identify missing or inconsistent information.
• Ability to work independently, follow established procedures, and collaborate with office and field personnel.
• Demonstrated discretion when handling confidential information.
• Customer-service mindset and a willingness to learn equipment-related processes and terminology.

Work Environment & Physical Requirements

• Work is primarily performed in an office or Equipment facility environment, with occasional exposure to noise, temperature changes, moving equipment, tools, trucks, dust, or other conditions associated with construction and maintenance operations.
• The role frequently requires sitting and using a computer, phone, keyboard, and other office equipment; occasional standing, walking, bending, reaching, and lifting or carrying items up to 20 pounds may be required.
• Employees must follow all applicable safety requirements when entering shop, yard, or jobsite areas.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Competitive pay - $24.00 – $28.00/hour, commensurate with experience
• 401(k) with company match & Employee Stock Purchase Plan (ESPP)
• Flexible spending account (Healthcare & Dependent care)

• Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children
• Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance, Weight Management Drug Discount
• Discounted National Gym Membership Network

• Paid Time Off, Paid Holidays, Bereavement Leave
• Military Leave, including Differential Pay and Benefits Continuation
• Employee Assistance Program

• Short and long-term disability, life insurance, and accidental death & dismemberment
• Voluntary life insurance, accident, critical illness, hospital indemnity coverage
• Emergency Travel Assistance Program
• Group legal plan