Equipment Coordinator

Position Summary

The Equipment Coordinator is responsible for organizing, tracking, and managing all data and documentation related to E-Z Bel Construction’s fleet and equipment. This includes lifecycle tracking, fuel logs, inspections, GPS monitoring, compliance records, and communication with vendors and field crews. The role supports mechanics, yard teams, and field personnel with timely coordination of equipment assets, and grows into leadership and audit responsibilities over time.

YOUR ROLE

• Tracks equipment activity using Geotab GPS, fuel usage, inspections, and work orders.
• Inputs and maintains accurate records for deliveries, assignments, disposals, maintenance, and registrations.
• Logs and monitors cost data related to fuel, repairs, and vendor purchases.
• Organizes equipment files (physical and digital) including keys, gas cards, license plates, and compliance documents.
• Ensures lifecycle documentation is complete from acquisition through retirement.
• Monitors inspection and registration timelines to ensure fleet compliance with DOT, OSHA, and company policies.
• Restocks and audits vehicle first aid kits; files safety forms and follows up on deficiencies.
• Conducts internal audits on equipment tracking systems and implements corrective action as needed.
• Collaborates with HR and Safety to close documentation gaps and maintain audit readiness.
• Participates in downtime reduction efforts and proactively mitigates risk across the fleet.
• Coordinates with mechanics, yard personnel, and field crews to support repairs, deliveries, and equipment requests.
• Serves as a point of contact for vendors, ensuring professional communication and timely service.
• Works with project managers and superintendents to plan and track equipment across job sites.
• Assists in resolving delivery issues and ensures accurate information is relayed internally.
• Provides fleet status updates and risk assessments to leadership as assigned.
• Supports continuous improvement of processes and internal standards for the coordination team.
• Perform other duties as assigned, contributing to organizational success as business needs evolve.

WHAT YOU BRING

• High School Diploma required

• 3-5 years of administrative experience required

• Prior experience in construction equipment or fleet coordination a plus

• Proficiency in Microsoft Excel and tracking software (Geotab or equivalent)

• Strong organizational and communication skills

• Ability to handle multiple priorities with attention to detail

• Familiarity with DOT/OSHA compliance preferred

• Bilingual (Spanish/English) strongly preferred

PHYSICAL REQUIREMENTS

Candidate should have the ability to sit for extended periods, often at a computer workstation, and perform tasks requiring manual dexterity, such as typing, filing, and handling paperwork. Good vision and hand-eye coordination are essential for accuracy in data entry and reviewing technical documents. Additionally, they should be able to move comfortably around the office environment and possibly lift light objects or boxes occasionally. Overall, maintaining a level of physical fitness conducive to prolonged sedentary work and occasional light physical tasks is important for optimal performance in this role.

Benefits

• Competitive medical, dental, and vision coverage
• Company-paid basic dental, life insurance, and short- and long-term disability
• Voluntary benefits including life, accident, critical illness, and pet insurance
• 401(k) retirement plan
• Quarterly bonus program
• Paid Time Off (PTO), paid holidays, and paid winter company break (eligible roles)
• Employee Assistance Program (EAP) and wellness resources
• Tuition reimbursement and continuing education support
• Scholarship program for dependents of eligible employees
• Company events, community engagement opportunities, and quarterly State of the Company meetings

E-Z Bel Construction, LLC is an equal opportunity employer. We encourage all qualified individuals to apply, regardless of race, color, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status. E-Z Bel Construction, LLC participates in E-Verify, a federal system that allows enrolled employers to confirm the employment eligibility of newly hired employees.