Equipment Administrative Coordinator

Originally founded as a small construction company in 1949, Nabholz is now a team of more than 1,700 industry leading professionals working together to serve our clients, communities, and each other. Over the last 75+ years, we've grown into a national multi-service contractor offering a full range of construction, industrial, civil, and environmental services. We are proud to offer you:

Medical, Dental and Vision Care
401(k) Retirement Savings Plan with Company Matching Contributions Long-Term Disability Insurance Company-Paid Life Insurance Supplemental Voluntary Life and Accidental Death and Dismemberment Insurance Dependent Voluntary Life Insurance Accident Recovery Flexible Spending Accounts Paid Holidays and Vacation Direct Deposit Wellness Program

Summary:

We are seeking a detail-oriented Equipment Administrative Coordinator to support our Equipment Department by coordinating daily departmental activities, maintaining accurate equipment records, supporting compliance initiatives, and ensuring the timely processing of equipment documentation. This position serves as a central resource for Equipment, Operations, Accounting, Maintenance, and vendors by promoting standardized administrative processes, maintaining data integrity, and supporting efficient department operations.

Essential Duties and Responsibilities:

Supports the Equipment Analyst and Equipment Manager through effective coordination of equipment administration, reporting assistance, document management, and regulatory compliance while maintaining a high level of customer service and organizational efficiency.

Coordinate daily administrative functions for the Equipment Department.

Maintain accurate equipment records and documentation throughout the equipment lifecycle.

Process equipment-related documentation, including equipment setup, transfers, disposals, and ownership records.

Coordinate fleet registrations, titles, permits, licensing, and regulatory documentation.

Support equipment billing, reporting, and financial documentation as directed by the Equipment Financial Analyst.

Assist with equipment onboarding and administrative setup across departmental systems.

Maintain departmental filing systems, electronic records, and document management standards.

Coordinate work order administration and assist with equipment documentation and record updates.

Prepare reports, correspondence, presentations, and other administrative documentation.

Coordinate departmental meetings, schedules, and administrative communications.

Assist with vendor coordination and maintain vendor documentation as required.

Support compliance initiatives by tracking required permits, registrations, inspections, and documentation.

Collaborate with Equipment, Operations, Accounting, Maintenance, and other departments to ensure timely and accurate processing of equipment information.

Identify opportunities to improve administrative processes, document control, and workflow efficiencies.

Maintain confidentiality of financial, operational, and personnel information.

Provide exceptional customer service to both internal and external customers.

Strong organizational ability with daily management of multiple priorities and deadlines.

This job is safety sensitive for medical marijuana purposes.

This position may require driving a personal vehicle on behalf of the company or a company vehicle; therefore, the applicant must successfully complete a motor vehicle records check, possess, and maintain a current, valid driver's license in their state of residence, and immediately self-report convictions, violations, or tickets to the DOT Compliance Specialist as required by Company Policy. Any negative change in the status of the employee's driving record may result in the revocation of the employee's privilege to drive for the company.

All other tasks as assigned.

Education/Skill Requirements:

Associate degree in Business Administration, Accounting, Office Administration, or related field preferred; equivalent work experience may be considered.

Minimum of three (3) years of administrative, accounting, equipment, construction, or related business experience preferred.

Strong organizational skills with exceptional attention to detail and accuracy.

Ability to manage multiple priorities while meeting established deadlines.

Excellent written and verbal communication skills.

Ability to maintain confidential information with professionalism and discretion.

Strong customer service and interpersonal skills.

Ability to work collaboratively with Operations, Accounting, Maintenance, vendors, and other internal departments.

Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.

Preferred experience in Equipment 360, Sage, Procore and Sharepoint.

High attention to detail and ability to work independently under tight deadlines.

Strong communication and teamwork skills.

Physical Demands:

Ability to continuously sit, stand or walk.

Ability to bend, squat, and climb stairs.

Ability to navigate uneven terrain…