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
