What are the responsibilities and job description for the Equipment Administrative Assistant position at Sterling Boiler & Mechanical, LLC?
Sterling Industrial, headquartered in Evansville, Indiana was founded and incorporated in 1982. Our company began and grew from a need for swift, reliable service for utilities in southern Indiana. Meeting the needs of utilities through small emergencies, we found an increasing need to add pipefitters and millwrights to our operation, and from there our company continued to grow.
As a multi-craft union contractor, we provide civil, structural, mechanical, and electrical services for new construction and maintenance / retrofit projects. Our core markets include power generation, metals, pulp / paper, plastics, and chemical markets. We pride ourselves on being a full-service contractor attentive and responsive to the needs of our customers; providing a full range of services and solutions for construction and maintenance projects.
Position Summary :
This position maintains and organizes equipment records, supporting the Equipment Manager, and ensuring smooth departmental operations. The ideal candidate will possess strong administrative skills, the ability to handle multiple tasks efficiently, and excellent communication capabilities.
Key Tasks and Responsibilities
Equipment Management :
Enter daily transfers of equipment and warehouse orders.
Assign equipment numbers to rentals and status codes for missing / available items.
Enter hour meter readings and update dispositions for scrap / missing / sold items.
Retire equipment in CGC after transferring with status codes.
Review and distribute the weekly Equipment Location Report.
Run and discuss the Quarterly Utilization Report with the Equipment Manager.
Assist with rate settings, capital expenditure (Capex) tasks, and running reports.
Research and answer questions regarding equipment issues.
Maintain equipment classes and rates.
Keep a ledger on equipment rentals from start to term and balance it.
Manage and send monthly quantity equipment reports to job sites.
Administrative Duties :
Send daily payroll to the Payroll Administrator, scan to the share drive weekly, and request checks. Handle new hire forms and research payroll questions.
Assist with safety training for annual job site orientations.
Manage accounts receivable billings for outside customers :
Enter invoices and email them to customers.
Send invoices to the AR department.
Import AR invoices into OnBase and manage collections on past-due invoices.
Handle IEI monthly AR, including equipment rental invoices (inter-company) to Sterling.
Communicate effectively with the Equipment Manager and coworkers.
Attend meetings and provide general office support to coworkers, customers, job sites, the finance department, and vendors.
Manage credit card receipts and scan them to the share drive.
Write and approve purchase orders (POs) for the shop and other departments as needed.
Handle OnBase approvals.
Education / Experience
High School Diploma or Equivalent : Required.
Associate’s Degree in Business Administration or related field : Preferred.
3 Years of Administrative Experience : With a focus on equipment management or similar roles.
Experience in Database Management : Proficient in maintaining and updating large databases.
Proficiency in Office Software : Including Microsoft Office Suite (Excel, Word, Outlook) and database management tools.
Experience with Accounting Software : Familiarity with OnBase or similar AR / AP software.
Strong Communication Skills : Both written and verbal, with a proven ability to interact effectively with various stakeholders.
Organizational Skills : Demonstrated ability to manage multiple tasks and prioritize effectively.
Problem-Solving Skills : Ability to research and resolve equipment and administrative issues independently.
Experience in Payroll Processing and Accounts Receivable : Preferred.
Knowledge of Safety Training Protocols : Experience assisting with job site orientations and safety training is a plus.
Experience in the Construction or Equipment Rental Industry : Highly desirable.
Physical Demand
- Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federals, state, and local standards, including meeting qualitative and / or quantitative productivity standards.
- Ability to maintain regular, punctual attendance
- Repetitive motion, substantial movements of the wrists, hands, and / or fingers
- The worker is required to have close visual activity such as : preparing and analyzing data and figures, transcribing, and viewing a computer terminal
- Requires sedentary work that involves walking or standing some of the time
Required Skills
Required Experience
