Equipment Service/Shop Administrator (Dallas, TX) - Austin Equipment Yard

Austin Bridge & Road•Dallas, TX

3d•Onsite

About The Position

Austin Industries is one of the nation’s largest, most diversified U.S.-based construction companies. With more than 7,000 employee-owners, Austin Industries provides nearly every type of civil, commercial and industrial construction services through the expertise of our operating companies: Austin Bridge & Road, Austin Commercial and Austin Industrial. Our Austin Equipment Yard has an outstanding opportunity for an Equipment Service/Shop Administrator at our equipment yard located in Southwest Dallas, Texas near Duncanville. This position provides administrative and operational support to the Vehicle Fleet Department. Responsibilities include maintaining accurate inventory records for fleet vehicles assigned to employees or used as loaner units, supporting drivers with vehicle maintenance coordination, fleet fuel programs, and driver PIN management, and tracking accident reports and repair activity. The role works closely with shop labor to prepare vehicles for assignment to employee‑owners, coordinates scheduling for vehicle pickups, and assists drivers upon arrival to ensure a smooth and efficient handoff.

Requirements

2–4 years of experience in fleet administration, equipment services, logistics, construction operations, or a related administrative/operations role
Prior experience supporting vehicle fleet operations, equipment services, or maintenance coordination strongly preferred
Basic understanding of driver records, MVR requests, and compliance documentation
Must have a strong commitment to jobsite safety
Diligent in demonstrating safe work practices
Strong organizational skills with attention to detail and accuracy
Ability to manage multiple priorities in a fast‑paced, operational environment
Strong communication skills to coordinate with drivers, shop labor, managers, vendors, and internal departments
Customer‑service mindset when supporting drivers and internal stakeholders
High school diploma or GED required; associate degree or equivalent experience preferred
Proficiency with Microsoft Office applications (Excel, Outlook, Word) and internal tracking systems
Requires working indoors and outdoors at times in the rain or snow and during cold, warm, and hot temperatures
Applicants must be legally authorized to work for ANY employer in the United States. Austin Industries is unable to sponsor or take over sponsorship of an employment visa for this position.

Nice To Haves

Experience working in a construction, industrial, or equipment‑intensive environment a plus

Responsibilities

Maintain accurate inventory of fleet vehicles, including assigned vehicles, loaner units, and vehicles pending reassignment, transfer, or disposal
Support drivers with vehicle maintenance coordination, fleet fuel programs, and driver PIN management
Assist with accident reporting, repair coordination, and tracking vehicle repair status
Coordinate with shop labor to prepare vehicles for assignment, including make‑ready and upfitting requests
Schedule and manage vehicle pickups and drop‑offs, assisting drivers during the handoff process
Manage inventory of vehicle upfitting parts and supplies and coordinate with the Parts Department to ensure adequate stock levels
Assist with vehicle transfers between offices and support the disposal process in coordination with appropriate managers
Maintain and update vehicle titles, registrations, and related documentation
Generate and assist with the distribution of fleet‑related reports as needed
Perform vehicle return inspections to assess condition, maintenance needs, and next‑use eligibility (e.g., reassignment, loaner, or disposal)
Support decision‑making regarding vehicle utilization, including loaner vs. disposal recommendations
Maintain driver files and records, including requesting MVRs and ensuring records remain current and compliant
Assist with auditing, coding, and processing fleet‑related invoices and associated documentation
Coordinate and maintain fleet data within the web‑based fleet management system, ensuring accuracy and timely updates
Communicate availability of loaner and reassignable vehicles across the Vehicle Fleet Department
Track and update maintenance activity, fuel program participation, and PIN assignments within fleet systems
Perform other duties as assigned