Administrative Assistant (Equipment Department)

William Charles Construction is hiring an Administrative Assistant to support their equipment department.

This role is based in our Rockford, IL office.  

The Administrative Assistant provides day-to-day administrative and coordination support to the Equipment Department. This role maintains accurate records, supports equipment and repair documentation, assists with timekeeping and invoice processing, coordinates department communications, and helps ensure equipment information is entered and distributed accurately and on time. The position interacts with Equipment leadership, mechanics, field teams, vendors, Accounts Payable, and other internal partners.

With more than a century of exceptional work on our resume, William Charles Construction remains guided by the pursuit of excellence. Our “Do it Right the First Time” work ethic has been the cornerstone of our business philosophy since 1892. With our broad background in heavy civil construction, environmental management, and mining and materials production, we have the expertise to help our customers complete their most complex projects. 

William Charles Construction is part of the MasTec Clean Energy & Infrastructure (CE&I) business segment. The CE&I segment generates over $4.5 billion in annual revenue, providing construction services across our renewables, industrial, infrastructure, and general building operating groups. Sustainability and safety are foundational to our culture and influence everything we do.

MasTec, a minority-owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments. Join one of the largest construction firms in the country (Engineering News-Record [ENR]: #1 in Power, #16 Top 50 Domestic Heavy Contractors, #13 Transportation Contractor). 

• →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.

• 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.

• 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.

Financial Wellbeing

• Competitive pay - $23.00 – $27.00/hour, commensurate with experience
• 401(k) with company match & Employee Stock Purchase Plan (ESPP)
• Flexible spending account (Healthcare & Dependent care)

Health & Wellness

• 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

Family & Lifestyle

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

Planning for the Unexpected

• 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

Position may be subject to pre-employment screening, which may include background check and drug testing. Accessibility: If you need accommodation as part of the employment process, contact ceicareers@mastec.com. Due to the high volume of applications received, we are unable to respond to individual requests regarding application status. Please log into your candidate profile for up-to-date information. 

MasTec, Inc. is an Equal Employment Opportunity Employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, disability, genetic information, military status, or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec's policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions.

MasTec Clean Energy & Infrastructure and our subsidiaries do not work with any third-party recruiters or agencies without a valid signed agreement and partnership with the Corporate Talent Acquisition Team.

Disclaimer: MasTec and our Subsidiaries will never ask prospective employees for any form of payment or money transfer as part of job application or onboarding. We do not ask prospective employees for information about credit cards or personal passwords, and it does not require applicants to purchase equipment or software. Ensure that all recruiter email addresses end in @mastec.com or @talent.icims.com. If you suspect you are the target of a scam, we advise you to contact your local law enforcement agency and report fraud at https://reportfraud.ftc.gov/.

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