We are seeking an organized and detail-oriented Equipment Coordinator to support the day-to-day operations of our fleet and equipment maintenance program. This position serves as a key administrative and operational connection between field and shop mechanics, Senior Mechanic and the Equipment & Fleet Operations Lead.
 

The Equipment Coordinator is responsible for receiving and tracking equipment repair requests, urgently creating work orders, coordinating repair information, and ensuring mechanic time is accurately coded and documented. This position helps keep maintenance records current, supports efficient workflow for field and shop mechanics, and provides the Equipment & Fleet Operations Lead with accurate information needed to manage equipment availability, repairs, costs, and maintenance schedules.
 

The ideal candidate is highly organized, communicates well with field and shop teams, is comfortable working in a fast-paced mechanic shop and active construction environment, and has strong attention to detail.
 

Essential Job Functions & Responsibilities:

• Receive equipment repair and maintenance requests from field and shop mechanics

• Gather necessary information regarding equipment issues, including equipment number, location, description of problem, and urgency

• Create accurate work orders for equipment repairs and follow up on preventative maintenance

• Track open work orders from initial request through completion

• Communicate repair status and outstanding issues to the Senior Mechanic and appropriate team members

• Coordinate with field mechanics, shop mechanics, and the Equipment & Fleet Operations Lead to prioritize repairs and service needs

• Work within Clue to maintain accurate records of equipment repairs, maintenance, parts, labor, and service history

• In Clue, review mechanic timecards to ensure labor hours are properly coded to the correct equipment, work order, project, or cost code

  • Identify and address missing, incorrect, or questionable time entries and work with mechanics and supervisors to make corrections

  • Assist with tracking mechanic labor hours and maintenance costs by equipment and work order

• Support the Equipment & Fleet Operations Lead with daily administrative and operational needs

• Help maintain preventative maintenance schedules and follow up on upcoming or overdue services

• Assist with tracking equipment downtime, repair status, and equipment availability

• Assist with parts and service documentation, purchase orders, invoices, and vendor information as needed

• Help ensure completed work orders contain accurate descriptions of work performed, labor hours, parts, and final repair status

• Assist with equipment inspections, registration, compliance documentation, and other fleet-related administrative tasks as assigned

• Prepare basic reports and summaries related to equipment repairs, maintenance, labor hours, and downtime

• Maintain confidentiality and accuracy when handling employee time and company cost information

• Perform other administrative and equipment-related duties as assigned by the Equipment & Fleet Operations Lead

Qualifications & Skills:

• 2+ years of experience in equipment coordination, fleet administration, construction administration, maintenance coordination, or a related field preferred

• Construction, heavy equipment, fleet, or equipment maintenance experience preferred

• Strong organizational and time-management skills

• Excellent attention to detail and accuracy

• Ability to understand and accurately track work orders, labor hours, equipment numbers, and cost codes

• Comfortable using technology and applications, working with spreadsheets, and maintaining equipment maintenance records and other administrative documentation

• Strong computer skills, including Microsoft Excel, Word, Outlook, and related software; experience in Clue is a plus

• Ability to communicate effectively with mechanics, supervisors, and other team members

• Ability to prioritize multiple requests and changing needs in a fast-paced environment

• Strong follow-up skills and ability to keep work moving through completion

• Team-oriented with a positive and professional attitude

• Strong problem-solving skills and willingness to learn mechanical and equipment terminology

• High level of integrity when handling employee timekeeping and company cost information

• Clean driving record

Work Environment:

• Primarily performed in a construction office, equipment shop, or fleet maintenance environment

• May require occasional visits to active construction sites, equipment yards, or maintenance facilities

• Exposure to construction environments with moving equipment, uneven terrain, dust, mud, noise, and varying weather conditions

• Shop and equipment yard environments may include exposure to machinery, oils, grease, fuels, solvents, and other maintenance-related materials

• When entering active job sites or shop areas, required use of appropriate personal protective equipment (PPE), including hard hat, safety glasses, high-visibility apparel, and steel-toe boots as applicable

Compensation:
Competitive hourly wage based on experience, with overtime opportunities and benefits package.

This position plays a critical role in keeping high-production grading equipment operational and minimizing downtime on large-scale earthmoving projects.

 

ADA Compliance Statement:

In accordance with the Americans with Disabilities Act (ADA), the Company provides reasonable accommodations to qualified individuals with disabilities. An individual must be able to perform the essential job functions of this position, with or without reasonable accommodation.
 

This job description does not constitute a contract of employment and may be modified as business needs require.

 

Earth Basics is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status