Job Description

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.

Administrative

• 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

Accounting & Financial Support

• 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

Equipment Coordination (willing to train on the job)

• 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

• 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

Education & Requirements

• 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

Physical 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)

EOE