Equipment Coordinator
About The Position
The Equipment Coordinator provides administrative, accounting, and logistics support for the Corporate Equipment Department. This role plays a key part in maintaining accurate equipment records, supporting projects, ensuring DOT and insurance compliance, and coordinating equipment movement, maintenance, and rental activities. This position works closely with project teams, accounting, vendors, and the Equipment Manager to ensure equipment is properly tracked, serviced, billed, and reported. This is an excellent opportunity for someone who is highly organized, detail‑oriented, and interested in learning equipment, construction, and operations support through on-the-job training and mentorship.
Requirements
- Strong organization, attention to detail, and ability to multitask
- Clear written and verbal communication skills
- Basic accounting knowledge or strong willingness to learn
- Proficient with Microsoft Office; able to learn internal systems
- High School Diploma or GED required
- Valid driver’s license and ability to drive a pickup truck; must meet DMV requirements
- Occasional lifting up to 50 lbs
- Occasional kneeling, crouching, crawling, climbing, pushing and pulling
Nice To Haves
- post‑secondary education a plus
- Construction, heavy equipment, or industrial experience preferred
- Prior administrative, accounting support, or construction/equipment experience preferred
Responsibilities
- Assist with rental contracts, insurance certificates, and month‑end insurance entries
- Maintain accurate equipment location and data records in the Enterprise system
- Support DOT compliance and reporting
- Help resolve rental invoicing discrepancies
- Assist with monthly reporting, cost and utilization tracking, and capital expenditures
- Support month‑end close (depreciation, journal entries, asset changes)
- Prepare Authorizations for Expenditure (AFEs) for owned equipment purchases
- Review, organize, and maintain financial documentation (purchase orders, contracts, amortization)
- Assist with project bids, including rental quotes and HCSS rate entry
- Support annual equipment budgeting
- Coordinate trucking and freight needs – transportation quotes, scheduling, tracking shipment and delivery
- Assist with sourcing and coordinating specialized equipment
- Track Planned Preventative Maintenance (PPM) – notify teams of service needs, enter equipment hours, and record completed maintenance
- Coordinate registrations, inspections, and licensing
- Manage miscellaneous equipment – fire extinguishers, wheel chocks, manuals, decals, signage, etc.
- Support equipment yard operations (fueling, light cleaning, load/unload) and special projects as needed
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
