Equipment Coordinator

Walsh Group•Austin, TX

About The Position

We are currently seeking an Equipment Coordinator for our 183 N Mobility project, in Austin, TX. This position is responsible for administrative duties for the Equipment Division. As a fourth-generation, family-owned business, Walsh recruits individuals who are seeking a small company feel with a large company backing. Walsh is a successful fast-growing company at the forefront of technology and is committed to being the employer of choice to our employees and the builder of choice to our customers. There are many compelling reasons why exceptional people should consider a career with our company: Challenging, complex work Creative and innovative problem-solving environment Supportive, communicative managers who reward hard work Opportunities for growth, training, and development Flexibility in career path & progression Opportunities to work and live all over the United States

Requirements

High school degree
Minimum 5 years of work experience in an office administrative role
Strong computer and data entry experience is required, including experience with Microsoft Office and other Window’s database programs
Professional and friendly demeanor when dealing with customers and phone calls.
Ability to communicate effectively in written and oral form
Strong attention to detail with good organizational skills
Ability to work in a team environment with various activities as directed by multiple members of the staff
Knowledge of the state laws and regulations governing license titling and plate renewals
Strong understanding of vehicle repair options & costs

Nice To Haves

Experience with work order systems preferred

Responsibilities

Preventative Maintenance administrator as needed including one or more of the following: set up and delete PM intervals change or correct hour meter issues review, approve and process PM services upload repair invoices that have been entered on the PM side contact jobsites to resolve problems prepare Red List reports assist with PM dashboard approve PM rebates in WEM Issue RA’s to vendors for PM services & minor repair, build work orders and update PM’s
Enter new equipment in the oil sample on-line database
Process and close approved RA related entries
Create new unit records into work order system
Process incoming accounts payable invoices
Manage Ford Quality Fleet Care Program
Purchase City of Chicago vehicle stickers for the entire fleet.
Monitor and maintain renewal of Illinois truck and auto plates
Title and register vehicles entering the Illinois region from all other regions.
Update vehicle information in Users
Obtain cost agreements with dealerships.
Review invoices before payout to confirm parts and labor pricing as agreed
Create, process and audit internal invoicing cycle for equipment and vehicle rentals and internal invoices for repairs and PM’s
Manage billing adjustments and dispute resolution for all internal billings
Manage special billing needs and tier rates for projects and equipment transfers
Manage the insurance certificates program to ensure all third-party rentals are issued a certificate
Assign and process transfers in EMT
Enter and process payroll
Manage I-Pass Accounts
Coordinate food, beverages and set-up for meetings
Reception back-up
Answer phones, monitor front door & yard gate, greet visitors, sort & send mail as needed
Assist with special projects as assigned by the Business User System Analyst, Equipment Manager or Sr. Equipment Manager