Used Equip Coordinator

Warren CAT•Odessa, TX

3d•Onsite

About The Position

As the Used Equipment Coordinator, you will support the day-to-day operations of the Used Equipment team by ensuring accurate and timely processing of inventory, sales, and purchasing transactions while maintaining data integrity across multiple systems. This role is responsible for coordinating the full lifecycle of used equipment- from intake and inventory setup through sales processing and documentation. Working closely with internal teams, the Coordinator helps ensure equipment is properly tracked, accurately documented, and efficiently moved through the business to support smooth and timely transactions.

Requirements

High school diploma or equivalent required
Minimum of 2-4 years of administrative experience, preferably in equipment, construction, or related industry.
Strong attention to detail with a focus on accuracy and data integrity.
Ability to manage multiple priorities in a fast-paced environment.
Proficient in Microsoft Office, especially Excel.
Strong communication and teamwork skills.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.

Nice To Haves

additional education or training preferred
Experience with DBS or similar systems preferred

Responsibilities

Ensure all traded equipment is received, verified, and properly entered into inventory, including confirming attachments and assigning stock numbers.
Process purchased equipment by assigning stock numbers, entering units into inventory, and coordinating payment documentation.
Create and manage receivers for incoming equipment and pre-ship documentation for sold units; release equipment once payment is confirmed.
Review inspection documentation (INSPCT) and confirm accurate setup of receivers and shippers in our internal systems.
Enter and maintain reservations, sales agreements, and supporting documentation, track activity through internal logs.
Process won orders and ensure all required administrative steps are completed accurately and on time.
Maintain the Used Equipment Inspection Log and ensure all inspections are completed and documented.
Serve as the primary administrator for My Used, maintaining accurate and up-to-date equipment data.
Maintain and update spreadsheets and tracking tools used by the team to manage inventory and sales activity.
Generate purchase orders for equipment purchases, freight, and repair services as needed.
Coordinate equipment listings on external platforms such as Machinery Trader to support sales efforts.
Reconcile inventory records between systems (IRS and Used Equipment Log) and resolve discrepancies.
Update equipment hour meter readings as needed to ensure accurate machine information.