Admin

Job Details

Experienced

DALLAS, TX

Full Time

None

Admin - Clerical

Description

We are seeking a detail-oriented and proactive Executive Assistant to support our Equipment Department. This critical role combines administrative excellence with equipment and data management, vendor coordination, and AP support. You will be the go-to person for maintaining accurate equipment records, coordinating communications, managing service logs, and ensuring smooth day-to-day operations across multiple platforms.

Qualifications

Key Responsibilities:

Equipment Database & Records Management

Accurately enter and update equipment details (model, serial number, vendor, status, etc.) in internal systems.

Maintain the Equipment Service History Log for IRB assets.

Organize and secure equipment data in compliance with privacy and security policies.

Create and maintain records of Service Calls for equipment repairs and replacements.

Maintain equipment requisition forms, ensuring price confirmations and new equipment files are completed.

Communication & Coordination

Send weekly Monday emails to foremen/vendors with equipment updates.

Manage Friday emails to non-portal vendors, requesting necessary documentation.

Monitor and respond to issues in the Equipment group chat in real time.

Communicate effectively with internal teams and external vendors to ensure clear and timely data sharing.

Logistics & Tracking

Maintain the Equipment Log, ensuring entries are current and accurate.

Handle hotel-related tasks (receipt collection, tracking, follow-up with foremen).

Download and file equipment approvals for recordkeeping.

Accounts Payable & Purchasing Support

Review vendor statements and ensure proper invoice documentation via Viewpoint.

Add and track invoices for the Equipment Department, ensuring timely entry each month.

Approve invoices and provide backup documentation for Capitol One charges.

Support the Viewpoint system for invoice and PO tracking.

Update PO numbers as needed within the vendor portal.

Requirements:

Education:

High School Diploma or equivalent required.

Experience:

2–5 years of administrative, office support, or equipment coordination experience.

Technical Skills:

Strong data entry and database management skills.

Proficient in Microsoft Office Suite, databases, and accounting systems (e.g., Viewpoint).

Ability to manage digital and physical filing systems efficiently.

Soft Skills:

Meticulous attention to detail.

Exceptional organizational and multitasking abilities.

Strong communication and follow-up skills.

A team player with a high level of discretion and integrity.

Able to work under pressure and handle sensitive information appropriately.

Additional Requirements:

Ability to occasionally lift and move up to 10 lbs.

Capable of working on a computer for extended periods.

Willingness to adhere to company Code of Conduct daily.

Availability for occasional overtime when needed.