Equipment Operations Administrator

Eaton Asphalt is seeking a highly organized, detail-oriented Equipment Operations Administrator to support our equipment operations and fleet management. This role is essential in ensuring the accuracy of equipment data, optimizing fleet efficiency, maintaining compliance, and managing various operational processes. You will work cross-functionally with shop managers, vendors, accounting, and field operations to ensure timely, cost-effective, and smooth equipment operations.

Key Responsibilities:

Equipment & Fleet Administration (35%)

• Maintain accurate equipment master data, fleet records, and documentation.
• Assist with setup, disposal, and tracking of vehicles and heavy equipment.
• Process equipment move slips, bills of sale, insurance updates, and licensing.
• Monitor and report on loader hours, IFTA mileage, and Wright Express data.
• Support Project Managers and field teams with equipment sign-outs and documentation.

Inventory & Parts Management (25%)

• Track, receive, organize, and distribute parts, filters, fluids, welding supplies, and PPE.
• Manage relationships with vendors; research pricing and availability.
• Maintain and reconcile parts inventory including safety and maintenance items.
• Verify backorders and handle part deliveries or emergency runs as needed.
• Ensure vendors stock appropriate inventory levels.

Compliance & Documentation (15%)

• Collect and review daily truck inspections; create and assign work orders.
• Update and track DOT books, Hazmat materials, insurance, and licenses.
• Submit required reports (e.g., antifreeze, oil changes) and maintain invoice records.
• Support IFTA sticker ordering and license renewals for the vehicle fleet.

Operational Support & Special Projects (15%)

• Participate in audits, inventory counts, and seasonal returns of devices and vehicles.
• Assist in investigating discrepancies in mileage, fuel usage, and telematics reports.
• Liaise with vendors and manufacturers for uniforms, recycling containers, and special requests.
• Support weekend operations on occasion and assist during peak periods or transitions.

Administrative & Communication Support (10%)

• Answer and route shop phone calls, collect information for work orders.
• Assist accounting and payroll with equipment costs, coding, and leasing/purchasing data.
• Coordinate with office and fleet teams to provide accurate, up-to-date records and support.

Core Skills & Competencies

• Attention to Detail- Accurately manage large volumes of data and inventory.
• Communication- Clearly convey information to internal teams and external vendors.
• Multitasking- Manage priorities and adapt to shifting deadlines with limited notice.
• Analytical Thinking- Use logic to identify root causes, evaluate data, and optimize operations.
• Problem Solving- Resolve issues proactively and recommend process improvements.
• Accountability & Resilience- Take ownership, follow through, and manage challenges with a solution-focused mindset.

Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• 2+ years of experience in equipment operations, fleet administration, or shop support.
• Strong proficiency in Microsoft Excel and Word; data entry and reporting capabilities.
• Knowledge of heavy equipment, vehicle licensing, parts procurement, or inventory systems is a plus.
• Comfortable working in a fast-paced, hands-on environment and occasionally outside standard hours.

Work Environment

• Primarily office-based with occasional visits to job sites, plants, and vendor locations.
• Must be comfortable working in both administrative and operational settings.
• Weekend work or after-hours support may be required based on operational needs.