Job Summary: Administrative Assistant

The Administrative Assistant will support the Equipment Manager by handling administrative and operational tasks related to equipment, asset tracking, inventory management, and cost tracking. This position plays a critical role in ensuring accurate records, timely reporting, and smooth coordination between departments.

Key Responsibilities: Administrative Assistant

Asset and Inventory Management

• Maintain an up-to-date database of all company-owned and leased equipment.
• Track the location and status of assets across multiple job sites and facilities.
• Coordinate equipment delivery and retrieval schedules as needed.
• Perform regular audits of inventory levels and flag discrepancies.

Cost Tracking and Reporting

• Monitor expenses related to equipment maintenance, repairs, fuel, and operations.
• Assist in preparing reports on equipment costs, depreciation, and budget utilization.
• Process purchase orders, invoices, and expense reports for the equipment department.
• Identify cost-saving opportunities and support procurement activities.

Administrative Support

• Organize and maintain equipment maintenance schedules and records.
• Prepare and distribute daily, weekly, and monthly operational reports.
• Serve as a liaison between job site teams and the Equipment Manager for equipment needs.
• Manage departmental communication, including emails, phone calls, and internal memos.

Compliance and Safety

• Ensure compliance with company policies and procedures regarding equipment use and maintenance.
• Maintain documentation for safety inspections, certifications, and regulatory requirements.
• Ensure each vehicle and necessary equipment within the company’s fleet complies with DOT regulations, including proper licensing.

Qualifications: Administrative Assistant

Education and Experience

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Previous 3+ years of experience in administrative support, preferably in construction or equipment management.

Skills and Competencies

• Detail oriented with strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and database management software.
• Excellent communication skills, both verbal and written.
• Ability to prioritize tasks in a fast-paced environment.
• Familiarity with construction equipment and terminology is a plus.

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