Equipment, Inventory & Procurement Coordinator
Full-Time | Construction Operations
We are seeking a highly organized, proactive Equipment, Inventory & Procurement Coordinator to help manage the day-to-day coordination of company equipment, tools, inventory, rentals, purchasing, and related documentation.
This is a key support position connecting our field operations and office. The right person will help ensure our crews have what they need when they need it, while improving visibility, reducing unnecessary purchases and rentals, and helping the company better control operating costs.
This position is ideal for someone who enjoys solving problems, keeping things organized, following through, and finding better ways to get things done.
Key Responsibilities
Equipment & Fleet Coordination
- Maintain accurate records of company equipment, trucks, trailers, tools, and their current locations.
- Track equipment movement between jobs and company locations.
- Coordinate equipment maintenance, repairs, inspections, and related documentation with Fleet personnel.
- Maintain equipment records and assist with work-order tracking from initial report through completion.
- Track equipment that is out of service and maintain visibility of repair status.
- Assist with DOT inspection, registration, and fleet compliance tracking and documentation.
- Maintain organized equipment and compliance files.
Equipment Rentals
- Coordinate rental requests and maintain accurate records of rented equipment.
- Track which job each rental is assigned to, rental start date, expected duration, current location, and return date.
- Monitor open rentals and communicate with field personnel to identify equipment that should be returned or transferred.
- Track rental movement between projects and ensure costs are assigned appropriately.
- Help prevent unnecessary rental costs by actively monitoring equipment usage and duration.
Inventory & Tool Management
• Help establish and maintain an organized inventory system for company tools, equipment, parts, and commonly used supplies. • Track inventory quantities and locations.
- Verify existing inventory before purchasing duplicate items.
- Coordinate movement of tools and equipment between jobs.
- Identify frequently purchased items and opportunities to improve stocking levels.
- Assist in identifying lost, missing, damaged, or underutilized company assets.
- Perform or coordinate periodic physical inventory counts and reconcile discrepancies.
Procurement & Purchasing
- Receive and coordinate purchasing requests from field and office personnel.
- Verify job information, quantities, specifications, timing, and existing inventory before placing orders.
- Obtain quotes and compare vendors when appropriate.
- Develop and maintain strong vendor relationships.
- Help consolidate purchasing and deliveries to reduce unnecessary trips and costs.
- Maintain purchase order and supporting documentation.
- Assist with identifying opportunities for better pricing, purchasing agreements, and vendor terms.
- Help ensure purchases are properly assigned to the appropriate job or department.
Planning & Operational Support
- Work with Superintendents and management to identify equipment, tool, material, and rental needs in advance whenever possible.
- Assist with pre-job planning to help ensure necessary resources are available before work begins.
• Communicate equipment availability, repair status, rental status, and inventory information to management and field personnel. • Help identify inefficiencies and recommend practical solutions.
- Maintain clear written communication and follow through on outstanding items until they are resolved.
What We're Looking For
The ideal candidate is someone who:
- Is exceptionally organized and detail-oriented.
- Takes ownership and follows through without needing constant direction.
- Can manage multiple priorities at the same time.
- Is comfortable communicating with field employees, management, vendors, and office personnel. Is cost-conscious and naturally looks for ways to reduce unnecessary spending.
- Is comfortable asking questions before making a purchase or commitment.
- Can recognize when something doesn't make sense and investigate it.
- Understands the importance of accurate documentation and timely communication. Is comfortable working in a fast-paced construction environment where priorities can change quickly.
- Is willing to learn our equipment, operations, vendors, and internal processes.
- Is comfortable working on a computer and using technology as part of daily responsibilities.
- Is proficient with Microsoft Excel, Word, Outlook/email, and other standard office applications.
- Is able and willing to learn new software and company systems quickly.
- Is comfortable entering, maintaining, and reviewing data accurately.
- Can create and maintain spreadsheets, tracking logs, reports, and electronic records.
Preferred Experience
Experience in one or more of the following is preferred:
- Construction equipment or fleet coordination
- Inventory or warehouse management
- Procurement or purchasing
- Equipment rental Parts or supply management
- Construction operations
- Fleet maintenance administration
- Logistics or materials coordination
Previous experience in every area is not required. We are looking for someone with strong organizational skills, good judgment, initiative, computer proficiency, and the ability to learn and take ownership of the position.
What Success Looks Like
Success in this position means we can quickly answer:
- What equipment and tools do we own?
- Where are they?
- What condition are they in?
- What is currently being repaired?
- What equipment are we renting and what is it costing us?
- When should rental equipment be returned?
- Do we already own an item before purchasing another one?
- What does each upcoming job need?
- Are required equipment records and documentation current?
- What can we do differently to operate more efficiently and reduce unnecessary costs?
Ultimately, this position will help create better organization and visibility between our field and office while making sure our people have the equipment, tools, and resources they need to do their jobs successfully
