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

Austin Careers•Dallas, TX

2d•Hybrid

About The Position

Austin Industries, a large and diversified construction company, is seeking an Equipment Service Administrator for its equipment yard in Southwest Dallas, Texas. This role supports daily operations by ordering parts, maintaining service records, and coordinating with vendors, technicians, and supervisors to ensure efficient equipment servicing and timely, cost-effective sourcing of parts and materials.

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.
Experience working in a construction, industrial, or equipment-intensive environment a plus.
Prior experience in parts ordering or service administration.
Basic mechanical aptitude or familiarity with equipment service terminology.
Experience with Microsoft Office, purchase order systems, and service ticket software.
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 technicians, shop labor, managers, vendors, and internal departments.
Customer-service mindset when supporting drivers and internal stakeholders.
High school diploma or GED required.
Proficiency with Microsoft Office applications (Excel, Outlook, Word) and internal tracking systems.
Proficiency with inventory or maintenance management software (CMMS/ERP).
Applicants must be legally authorized to work for ANY employer in the United States.

Nice To Haves

Associate degree or equivalent experience preferred.

Responsibilities

Maintain accurate service logs, work orders, and equipment histories.
Prioritize service requests and communicate timelines to yard supervisors and field teams.
Support technicians by providing required documentation, manuals, and part specs.
Identify, order, and manage inventory of parts, supplies, and consumables for construction equipment.
Issue accurate purchase orders (PO’s) including creating item codes.
Source competitive quotes from vendors and negotiate pricing when appropriate.
Maintain strong vendor relationships to ensure reliable supply and timely delivery.
Reconcile packing slips, invoices, and purchase orders for accuracy.
Monitor backorders and follow up with suppliers to prevent delays.
Sign invoices, verify the parts received and alert technicians as soon as parts arrive.
Maintain an organized parts room, ensuring proper labeling, storage, and stock levels.
Conduct periodic inventory counts and update databases or ERP systems.
Track warranty claims and coordinate warranty-related repairs and parts replacement.
Prepare weekly and monthly reports on equipment availability, service costs, and parts usage.
Assist with budgeting for equipment maintenance and parts procurement.
Support compliance with safety, environmental, and operational policies.
Perform other duties as assigned.