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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.
Job Responsibility:
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
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
Prior administrative, accounting support, or construction/equipment experience preferred
High School Diploma or GED required (post-secondary education a plus)
Construction, heavy equipment, or industrial experience preferred
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
Occasional outside working environment
exposure to changing weather conditions
Some tasks may require Personal Protective Equipment (PPE)
Nice to have:
Prior administrative, accounting support, or construction/equipment experience preferred
Construction, heavy equipment, or industrial experience preferred