Senior Equipment Coordinator

Regular

JOB SUMMARY:

The Senior Equipment Coordinator serves as the primary liaison between office and field operations, coordinating the equipment, parts, materials, logistics, and technical support activities necessary to maximize mechanic efficiency and equipment uptime. This position oversees equipment support operations including procurement coordination, shipping and receiving, inventory management, equipment readiness, preventive maintenance coordination, and field logistics while providing technical parts support to mechanics and project teams. The role combines advanced administrative coordination with hands-on operational support to ensure equipment and materials are available where and when needed to support construction operations throughout Alaska.

ESSENTIAL FUNCTIONS:

• Support the maintenance team and Shop Foreman by coordinating parts, materials, tools, equipment, travel, and other resources needed to maximize mechanic efficiency and equipment uptime.
• Serve as the primary liaison between office and field operations for equipment-related support, including repair coordination, field deployment preparation, and communication with mechanics, project teams, vendors, carriers, and internal departments.
• Maintain accurate equipment records in HCSS E360, Smartsheet, and other required systems, including asset data, supporting documentation, maintenance notes, locations, utilization, costs, and repair history.
• Reconcile work orders on a weekly basis using HCSS E360 and other required programs.
• Track preventive maintenance schedules and coordinate follow-up with the Equipment Manager, mechanics, and operations teams to support timely completion of required maintenance and reduce equipment downtime.
• Coordinate, document, and track incoming and outgoing parts, materials, tools, supplies, and equipment, including shipping, receiving, delivery, pickup, and receipt confirmation.
• Order and expedite parts, materials, consumables, tools, and equipment in coordination with the Equipment Department, Procurement and Logistics team, vendors, and carriers.
• Troubleshoot and resolve logistical issues related to shipping delays, part shortages, equipment availability, order status, or project support needs.
• Provide technical assistance to mechanics and field teams, including parts identification, technical parts research, diagnostic support, requisition writing, and repair kit assembly.
• Kit out parts, tools, filters, consumables, supplies, and specialized equipment for upcoming repairs, field work, equipment moves, barge preparation, and project support.
• Assist with project consumable take-offs and coordinate equipment-related materials needed to support project planning and execution.
• Manage parts, consumables, and equipment support inventories where needed, including Anchorage yard inventory, hub yard inventories, repair supplies, and project support materials.
• Assist with tracking equipment utilization, availability, asset condition, and readiness to support project planning, scheduling, and field deployment.
• Coordinate travel needs for mechanics and field assignments, including flights, hotels, lodging, transportation, and related support.
• Travel to hub locations, project sites, and equipment assets as needed to support mechanics, consumable inventories, asset health checks, logistics activities, diagnostics, special projects, repairs, inspections, and equipment readiness.
• Maintain an organized Anchorage yard and support yard readiness, including inventory, storage, material movement, cleanliness, and safe operating conditions.
• Operate a loader to load and off-load trucks and trailers and move materials safely and efficiently.
• Operate Company vehicles as needed, including regular pickups, vans, or flatbed trucks up to 1.5 tons with large loads.
• Provide management with equipment-related research, reports, order status updates, inventory information, asset condition updates, and other operational information as needed.
• Maintain organized equipment files, documentation, inventory records, and communication logs to support accurate tracking and accountability.
• Establish and maintain positive and professional long-term relationships with carriers, vendors, co-workers, and business associates.
• Report any incident, situation, or activity that may affect the company’s ability to operate safely, ethically, and profitably to company management or designated safety personnel.
• Attend and actively participate in meetings.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

SUPERVISORY FUNCTIONS:

This position does not have supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

• Strong knowledge of construction materials, equipment and terminology.
• Strong knowledge of major construction vendors relevant to Alaska.
• Strong knowledge of standard hazardous material transportation and handling protocols.
• Intermediate knowledge of remote Alaska logistics and associated freight companies.
• Knowledge of Anchorage, Nome and Bethel area with ability to navigate the road system.
• Knowledge and ability to follow all state and local driving laws.
• Strong customer service and interpersonal skills.
• Excellent professional written and verbal communication skills.
• Ability to conduct business ethically and professionally and represent the Company in a positive manner.
• Strong self-motivation and work ethic; ability to work without direct supervision and productively manage time.
• Strong computer skills, particularly a firm working knowledge of the internet, Smartsheet, Microsoft Outlook, Excel and Word.
• Ability to reconcile work orders on a weekly basis using HCSS E360 and other required programs.
• Strong organizational skills: able to multi-task, organize resources, establish priorities, meet deadlines and follow up on pending items.
• Excellent record keeping skills, including creating and maintaining written documentation and managing paper and electronic files.
• Ability to develop and maintain positive working relationships with vendors, carriers and staff.
• Ability to exercise a high degree of attention to detail.
• Ability to accurately process, reconcile and track orders.
• Ability to use the internet to research parts, materials and suppliers.
• Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals.
• Ability to work in a team environment, take direction and receive input from multiple people at all levels of the organization.
• Ability to quickly adapt to changes in the work environment; manage competing demands; change approaches or methods to best fit the situation; able to deal with frequent changes.
• Ability to adhere to established company policies and procedures.
• Ability to manage a variety of tasks in a fast-paced environment.
• Ability to work productively under pressure.
• Knowledge of equipment maintenance scheduling and preventative maintenance practices.
• Knowledge of inventory control, shipping, receiving, freight coordination, and equipment logistics.
• Ability to coordinate multiple projects, priorities, vendors, and field support requests simultaneously.
• Ability to interpret equipment parts diagrams, technical manuals, and manufacturer documentation.
• Ability to analyze equipment availability, utilization, and maintenance status to support operational planning.
• Ability to coordinate travel, freight, and logistics for field personnel and equipment deployments.
• Ability to operate motor vehicles, ranging from regular size pickups to flatbed trucks up to 1.5 tons with large loads, in a safe and efficient manner.
• Ability to travel to remote places for work related purposes (up to 10% of the time).
• Ability to operate a loader with forks and safely moving materials.

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent required.
• Five (5) to eight (8) years’ experience in equipment coordination, fleet operations, logistics, maintenance support, heavy equipment parts, or a closely related field required.
• Experience supporting construction operations in Alaska and working with local vendors and freight carriers preferred.
• Working knowledge of heavy equipment parts identification and procurement preferred.
• Experience operating a front-end loader preferred.
• Department of Transportation (DOT) medical card required.
• Hazmat Transportation certification preferred.
• Valid Alaska driver’s license and must be qualified to operate a vehicle under the conditions of Company’s Driving Policy.
• Ability to pass a drug, driving record, and background screening.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. STG has a fast-paced multi-tasking environment requiring a high degree of efficient and effective performance. This position routinely works in both office and outdoor environments, including equipment yards, warehouses, loading areas, and maintenance facilities. Responsibilities include frequent interaction with mechanics, vendors, carriers, project teams, and field personnel while coordinating multiple priorities with changing operational demands. The position may require operating company vehicles and material handling equipment, occasional travel to project sites or hub locations, and exposure to varying weather conditions, noise, moving equipment, and heavy machinery. Adaptability regarding changing workloads, project priorities, and occasional evening or weekend work may be necessary to support business operations.

For the full job description including physical and environmental demands please reach out to

recruitment@calistabrice.com

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.