Administrative Assistant – Equipment Operations
Job Type: Full-Time
Location: Sterling Equipment | Quincy, MA

Company Overview
Sterling Equipment supports marine construction and heavy civil operations by managing and maintaining a fleet of specialized marine and heavy equipment. Our team plays a critical role in ensuring that equipment procurement, maintenance, and operations run efficiently to support field projects.

We are seeking a highly organized and detail-oriented Administrative Assistant – Equipment Operations to support our Equipment Purchasing Agent and Equipment Maintenance Administrator. This role is essential to maintaining accurate purchasing records, equipment maintenance documentation, and internal reporting that keeps our fleet operating safely and efficiently.

The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced marine and heavy equipment environment while managing multiple administrative tasks.

Primary Responsibilities

Purchasing Administration

Assist with preparing and processing purchase orders for equipment, parts, and supplies
Track purchase orders, deliveries, and vendor invoices to ensure timely processing
Communicate with vendors regarding pricing, product availability, and order status
Maintain organized purchasing documentation and vendor records
Support reconciliation of purchase orders and invoices

Equipment Maintenance Administration

Enter and maintain equipment maintenance records and service history
Track preventative maintenance schedules and service intervals
Maintain inspection records and compliance documentation
Assist with tracking equipment downtime, repairs, and maintenance costs
Coordinate scheduling communications between mechanics, vendors, and operations personnel

General Administrative Support

Maintain spreadsheets, logs, and reports for management review
Organize and maintain digital and physical filing systems
Assist with data entry, document preparation, and record management
Provide administrative support to the equipment and operations teams as needed
Help ensure documentation accuracy and organization across equipment records

Qualifications

Previous administrative experience required; marine, construction, or heavy equipment industry experience preferred
Strong organizational and time-management skills with the ability to manage multiple priorities
Proficiency in Microsoft Office (Excel, Outlook, Word)
High attention to detail and strong data accuracy skills
Ability to communicate effectively with vendors, mechanics, and internal team members
Professional demeanor and strong follow-up skills

Preferred Skills

Experience in processing purchase orders and vendor invoices
Familiarity with equipment maintenance tracking or fleet management systems
Basic understanding of heavy equipment parts and terminology
Experience supporting operations or maintenance teams

Sterling Equipment is an equal opportunity employer and prohibits discrimination against employees or job applicants based on race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, marital or family status, military service, veteran status, pregnancy, physical or mental disability, medical condition, genetic information, family medical history, ancestry, citizenship, political affiliation, or any condition or characteristic protected by applicable federal, state, or local laws, or non-merit-based factors.

Pay: $25.00 - $42.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance

Work Location: In person

STERLING EQUIPMENT

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Administrative Assistant - Equipment Operations