Administrative Assistant - Equipment North Area Division

Overview

Job Title: Administrative Assistant Division: EquipmentSupervisor: Equipment Manager

Job Summary:The Administrative Assistant for the Equipment Division is an essential role, one that helps to ensure a smooth operation of the Equipment Division. This role is responsible for managing and overseeing all administrative tasks related to equipment within Geneva Rock. Key duties include managing schedules, handling administrative projects, performing various accounting functions, organizing files and documents, managing data, providing meeting support, preparing reports and other written documents, and offering general administrative assistance to team members.Successful candidates will possess strong organizational and communication skills and be comfortable working in a dynamic and innovative environment.

Duties and Responsibilities

• Visualize, fulfill, and implement the Company Vision and Core Values.• Create, maintain, and manage reports using Microsoft Excel and PowerBI.• Create and distribute written communications, including letters and memos.• Prepare meeting agendas and record minutes.• Manage calendars and schedules for the Division.• Organize and maintain files and records in various systems.• Prepare quotes and invoices for review.• Create and distribute work orders.• Manage administrative projects and processes.• Manage vehicle licensing and registrations.• Provide administrative support to various departments and teams.• Enter and manage data in the equipment system.• Monitor and manage alerts and work orders.• Perform DVIR (Driver Vehicle Inspection Reports) data entry and report alerts to the equipment systems.• Manage equipment telematics.• Ensure accurate and timely data entry.• Communicate effectively with all involved parties regarding alerts and updates.
• Coordinate with 3rd party services, including fleet and dealerships.• Maintain standardized services across the division.• Handle billing and invoicing.• Monitor PM (Preventive Maintenance) services.• Handle all administrative responsibilities for a specific area.• Help maintain standards within the area and across the General Resource Pool.• Manage a down list for equipment, ensuring timely updates and communication.• Other duties as assigned.
  
  

Education And/or Experience

• High school diploma or equivalent; college education strongly preferred.• Prior administrative or office experience preferred.• Proven experience in administrative roles, preferably within the construction or equipment management industry.
  
  

Individual Development (Knowledge, Skills, And Abilities)

• Strong written and verbal communication skills.• Strong analytical and problem-solving skills.• Proficiency with Microsoft Office Suite (Advanced) and other office software.• Excellent organizational and time-management skills.• Attention to detail and ability to multi-task.• Ability to manage projects and meet deadlines.• Ability to work independently and as part of a team.• Professional demeanor and customer-service focused attitude.• Proficiency in data entry and management systems (E360, Samsara, D365, HCSS).• Knowledge of equipment telematics and preventive maintenance processes is a plus.
  
  

Training and Development

• New Employee Orientation.• Viewpoint.• Microsoft D365 (ERP)• HCSS Suite (E360)• Microsoft SharePoint .• Microsoft Power Automate.• Microsoft Power Apps.• Microsoft PowerBI.• Individual Development Plans (IDPs).
  
  

Working Conditions

• Office-based with occasional site visits as required.• Full-time position with standard working hours.
  
  

Disclaimer: This job description is not intended to contain a comprehensive listing of duties and responsibilities required of the employee. It reflects management's assignment of key functions; it does not prescribe or limit the tasks that may be assigned. Job descriptions are subject to change at any time. Geneva Rock is a drug free environment.