Job Title: Administrative Assistant
Location: Onsite – 595 Court Street, Brooklyn, NY 11231
Work Schedule: Monday–Friday, 8:00 AM – 4:00 PM (37.5 hours/week, 30-minute unpaid lunch)
Pay Rate: $25/hour (No health benefits)
Industry: Construction Equipment & Motor Vehicle Rental

Job Summary

We are seeking a reliable and detail-oriented Administrative Assistant to support daily operations for a construction equipment and motor vehicle rental company. This onsite role includes invoicing, customer communication, rental contract coordination, and handling DMV- and insurance-related documentation to ensure full regulatory compliance. The position provides direct administrative support to the Manager and Owner in a fast-paced rental environment.

Key Responsibilities

• Prepare, review, and process customer invoices accurately and on time

• Contact clients to schedule, confirm, and manage equipment and motor vehicle rental contracts

• Coordinate and maintain DMV-related documentation, including vehicle registrations, titles, renewals, and compliance records

• Verify, track, and maintain customer and company insurance documentation, working directly with insurance carriers and brokers as needed

• Ensure rental vehicles and equipment meet all motor vehicle and regulatory compliance requirements

• Communicate professionally with customers, DMV offices, insurance companies, and vendors via phone and email

• Assist the Manager and Owner with daily administrative, operational, and compliance-related tasks

• Maintain organized records, schedules, contracts, insurance files, and DMV documentation

• Support general office and administrative duties to ensure smooth day-to-day operations

Required Skills & Qualifications

• Strong computer skills and comfort working with office and rental management systems

• Excellent verbal and written communication skills with professional phone and email etiquette

• High attention to detail, especially when handling DMV, insurance, and compliance documentation

• Ability to multitask, prioritize, and work efficiently in a fast-paced environment

• Customer-focused mindset with strong organizational and follow-up skills

• Prior administrative experience required; experience in motor vehicle rental, car rental, or construction equipment rental strongly preferred

• Familiarity with DMV processes, motor vehicle documentation, and insurance compliance is a strong plus

Work Environment

• Fully onsite position

• Small office environment supporting construction equipment and motor vehicle rental operations