Equipment Specialist

Equipment Administrator – Oil & Gas Facilities Construction

Reports To / Location

Reports To: Director of Field Services

Location: Combination of equipment yard, warehouse, and office

Position Summary

The Equipment Administrator supports the control, tracking, documentation, and coordination of construction equipment, rental items, and related assets for oil & gas facility projects. This role helps maintain equipment and rental records, schedules assignments, coordinates maintenance and inspections, tracks utilization and availability, manages rental documentation and vendor coordination, and supports compliance reporting to help ensure equipment is ready, documented, and available for field and project operations.

Key Responsibilities

• Equipment & Rental Tracking
• Maintain accurate records of equipment assignments, transfers, returns, utilization, availability, and rental status.
• Manage rental items, including tracking rental start and end dates, usage, returns, extensions, and supporting documentation.
• Update equipment logs, rental records, usage records, and system data to support asset visibility and compliance.
• Scheduling & Allocation
• Coordinate equipment scheduling and support timely allocation of company-owned and rental equipment to field, warehouse, and project teams.
• Coordinate with rental vendors regarding equipment requests, deliveries, pickups, invoices, and service issues.
• Coordinate with maintenance, warehouse, field supervision, procurement, and vendors regarding equipment needs, repairs, rentals, and availability.
• Maintenance, Inspections & Compliance
• Track maintenance, inspections, certifications, and service intervals for equipment, rental items, and related assets.
• Help ensure equipment and rental documentation, inspections, certifications, and agreements are current and properly filed.
• Follow company procedures for equipment accountability, rental control, safety, and documentation management.
• Reporting & Audits
• Support inventory counts, audits, and reconciliation of equipment records, rental logs, and asset tags.
• Monitor overdue returns, missing equipment, open rental periods, and documentation gaps, and
  ** escalate
  * * issues as needed.
• Prepare and maintain reports related to equipment utilization, rental costs, downtime, maintenance status, and asset tracking.

Minimum Qualifications

• High school diploma or GED required; additional administrative, technical, or equipment-related training is a plus.
• 2–5 years of experience in equipment administration, rental equipment coordination, asset tracking, warehouse administration, inventory control, or equipment coordination.
• Experience maintaining records for equipment, rental items, assets, inventory, or maintenance activities.
• Basic understanding of construction equipment, mobile equipment, tools, rental processes, or field support assets.
• Strong organizational skills, attention to detail, and ability to maintain accurate logs, schedules, rental records, and documentation.

Preferred Qualifications

• Proficiency in Microsoft Office and inventory, ERP, CMMS, rental tracking, or asset tracking systems.
• Experience in oil & gas, EPC, construction, industrial, or field service environments.
• Familiarity with preventive maintenance tracking, inspection documentation, equipment certification records, or rental agreements.
• Experience with barcode, asset tagging, digital inventory, equipment management, or rental management systems.