Torchora
Back to Home

Key Responsibilities and Required Skills for Equipment Coordinator

💰 $45,000 - $75,000

OperationsLogisticsSupply ChainFacilities Management

🎯 Role Definition

The Equipment Coordinator is a pivotal operational role responsible for the entire lifecycle of our equipment assets. This includes tracking, scheduling, deploying, and maintaining all machinery and tools. You will work closely with project managers, field teams, and external vendors to ensure the right equipment is in the right place at the right time, in optimal working condition. Your meticulous attention to detail and problem-solving skills will directly impact project success, budget adherence, and operational efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Equipment Assistant
  • Logistics Coordinator
  • Yard Hand / Warehouse Associate
  • Project Coordinator

Advancement To:

  • Equipment Manager
  • Fleet Manager
  • Logistics Manager
  • Operations Manager

Lateral Moves:

  • Purchasing Agent
  • Asset Manager
  • Project Coordinator

Core Responsibilities

Primary Functions

  • Oversee and maintain a comprehensive and accurate inventory of all company-owned and rented equipment using specialized asset management software.
  • Proactively schedule, coordinate, and track all preventative maintenance, repairs, and inspections to ensure optimal equipment performance and minimize downtime.
  • Manage the end-to-end logistics of equipment mobilization and demobilization, including scheduling transportation to and from job sites, events, or production locations.
  • Implement and manage a robust system for tracking equipment location, usage hours, and operational status in real-time to enhance asset utilization and accountability.
  • Serve as the primary point of contact for project managers and site supervisors to understand, forecast, and fulfill project-specific equipment needs.
  • Prepare and process purchase requisitions, purchase orders, and rental agreements for new equipment, parts, and supplies, ensuring adherence to budget and procurement policies.
  • Coordinate the check-in and check-out process for all equipment, ensuring proper documentation is completed and condition assessments are performed upon return.
  • Respond to and troubleshoot urgent equipment breakdown calls, efficiently dispatching technicians or coordinating rental replacements to prevent project delays.
  • Diligently maintain meticulous digital and physical records, including maintenance logs, inspection reports, warranty information, and service histories for every piece of equipment.
  • Guarantee that all equipment meets and maintains compliance with industry, state, and federal safety standards (e.g., OSHA, DOT) and environmental regulations.
  • Serve as the primary liaison for external vendors, suppliers, and service providers to negotiate pricing, schedule services, and resolve any equipment-related issues.
  • Conduct regular physical audits and cycle counts of the equipment fleet to verify inventory records and assess the physical condition of all assets.
  • Analyze equipment data to generate insightful reports on utilization rates, maintenance costs, total cost of ownership, and ROI to support strategic decision-making.
  • Manage the complete lifecycle of equipment assets, from acquisition and commissioning through to strategic disposal, decommissioning, or sale.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis related to fleet performance and cost-efficiency.
  • Contribute to the organization's equipment strategy and asset management roadmap by identifying opportunities for improvement.
  • Collaborate with the finance and accounting departments to process and code invoices related to equipment rentals, repairs, and purchases, ensuring accuracy and timely payment.
  • Participate in safety meetings and contribute to the development of safety protocols related to equipment operation and transport.
  • Assist in developing and conducting training sessions for personnel on the safe and proper operation, handling, and basic maintenance of various types of equipment.
  • Maintain an organized, clean, and secure equipment yard, warehouse, or storage facility.
  • Evaluate and recommend new equipment technologies, software, and models that could improve efficiency, safety, and operational performance.
  • Monitor and manage the inventory of ancillary items, such as fuel, lubricants, and spare parts associated with equipment operation.

Required Skills & Competencies

Hard Skills (Technical)

  • Inventory Management Systems: Proficiency in using equipment/asset management software (e.g., Fleetio, Asset Panda, HCSS Equipment360, SAP).
  • Logistics Coordination: Strong understanding of transportation logistics, scheduling, and supply chain principles.
  • MS Office Suite: Advanced proficiency in Microsoft Excel for tracking, analysis, and reporting; competence in Word and Outlook.
  • Procurement & Vendor Management: Experience with creating purchase orders, negotiating with vendors, and managing supplier relationships.
  • Mechanical Aptitude: A basic understanding of construction, production, or mechanical equipment functionality and maintenance requirements.
  • Regulatory Compliance: Knowledge of relevant safety and transportation regulations (OSHA, DOT).
  • Data Analysis & Reporting: Ability to analyze fleet data and generate clear, actionable reports.
  • Budget Management: Experience in tracking expenses, coding invoices, and contributing to budget forecasts.

Soft Skills

  • Exceptional Organization: The ability to manage multiple priorities, schedules, and a high volume of assets simultaneously without losing track of details.
  • Meticulous Attention to Detail: Critical for accurate record-keeping, compliance, and inventory control.
  • Proactive Problem-Solving: Aptitude for anticipating potential issues and swiftly resolving unexpected equipment failures or logistical challenges.
  • Clear Communication: Excellent verbal and written communication skills for coordinating with internal teams, field crews, and external vendors.
  • Negotiation Skills: Ability to effectively negotiate pricing and terms with rental companies and service providers.
  • Time Management: Strong ability to prioritize urgent tasks and manage deadlines in a fast-paced environment.
  • Adaptability: Flexibility to handle last-minute changes and high-pressure situations with a calm and professional demeanor.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Supply Chain Management
  • Logistics
  • Operations Management

Experience Requirements

Typical Experience Range:
2-5 years of experience in a similar role (e.g., equipment coordination, logistics, fleet management, or inventory control).

Preferred:
Experience within a relevant industry (e.g., construction, event production, film, manufacturing, or energy) is highly desirable. Direct experience with specific equipment management software and a proven track record of managing a diverse fleet of assets is a significant plus.

Explore More Careers