Equipment & Fleet Coordinator

Location: Chagrin Falls, OH
Job Type: Full-Time | Direct Hire | On-Site
Salary: $70,000 - $85,000 + Benefits

Our client is a well-established heavy civil construction contractor specializing in earthwork, excavation, underground utilities, site development, roadway, and infrastructure projects. With a strong reputation for safety, quality, and operational excellence, they operate and maintain a large fleet of heavy construction equipment that supports projects throughout the region.

They are looking for an experienced Equipment & Fleet Coordinator to support the daily operations of their equipment maintenance facility and fleet. This is a hands-on coordination role for someone who understands heavy equipment, fleet compliance, maintenance operations, and the fast-paced demands of the construction industry.

If you're someone who enjoys keeping equipment organized, minimizing downtime, coordinating with mechanics and field teams, and ensuring fleet compliance, this is an excellent long-term opportunity.

The Equipment & Fleet Coordinator is responsible for coordinating fleet maintenance, equipment records, regulatory compliance, shop administration, parts procurement, and day-to-day equipment operations. This individual will work closely with shop personnel, mechanics, project managers, dispatch, vendors, and field operations to ensure equipment remains compliant, properly maintained, and ready to support active construction projects.

• Coordinate preventive maintenance schedules for heavy construction equipment and fleet vehicles.
• Create, manage, and track maintenance work orders while maintaining accurate service records.
• Maintain equipment history, repair documentation, asset records, and fleet databases.
• Coordinate daily communication between mechanics, shop personnel, project managers, dispatch, vendors, and field operations.
• Monitor equipment availability and assist with scheduling repairs to minimize downtime.
• Source replacement parts, obtain vendor quotes, coordinate purchases, and maintain parts inventory.
• Manage fleet documentation, including vehicle registrations, titles, license plates, warranties, insurance records, and asset files.
• Coordinate DOT/FMCSA compliance requirements, inspections, regulatory documentation, and fleet records.
• Process and maintain IRP, IFTA, oversize/overweight permits, annual inspections, and other transportation compliance requirements.
• Research permit requirements and coordinate approvals with state and local agencies when required.
• Monitor permit renewals, equipment registrations, certifications, and compliance deadlines.
• Utilize fleet management and maintenance software to monitor equipment utilization, maintenance history, and service schedules.
• Identify opportunities to improve shop efficiency, maintenance planning, and fleet operations.
• Maintain accurate reports and documentation to support equipment management and regulatory compliance.

Candidates must have:

• Minimum 3 years of experience supporting fleet operations, heavy equipment maintenance, shop operations, or equipment administration within a heavy civil construction, excavation, site development, utility, trucking, equipment rental, or similar heavy equipment environment.
• Strong knowledge of DOT and FMCSA compliance, fleet regulations, inspections, registrations, and transportation documentation.
• Experience coordinating preventive maintenance programs, maintenance schedules, and equipment repair activities.
• Experience managing work orders, maintenance records, equipment documentation, and fleet assets.
• Hands-on experience coordinating vehicle registrations, IRP, IFTA, oversize/overweight permits, inspections, and compliance documentation.
• Experience working directly with mechanics, vendors, project managers, dispatch, and field personnel.
• Knowledge of heavy equipment maintenance procedures, fleet operations, inventory control, and parts procurement.
• Experience using fleet or maintenance management software such as HCSS Equipment360 (E360), Foundation, Quartix, Fleetio, AssetWorks, or similar systems.
• Strong computer skills, including Microsoft Office and data management systems.
• Excellent organizational, communication, and problem-solving skills with the ability to manage multiple priorities in a fast-paced construction environment.
• Ability to work full-time on-site in Chagrin Falls, OH.