Contract Site Planner

Wyoming Machinery Company; Gillette (WY); On-site; USD 55,000 - 75,000; Full time

Job summary

Wyoming Machinery Company is seeking a detail-oriented maintenance coordinator to manage preventive maintenance schedules, backlogs, and contract-related reporting. You will coordinate with the parts desk, assist with availability data, and ensure accurate work orders and warranty documentation.

The role requires 5+ years in heavy equipment maintenance, CAT parts knowledge, and strong organizational and communication skills.

Qualifications

• 5 years of related experience in heavy equipment maintenance.
• Knowledge of CAT equipment and parts.
• Able to read, write, speak and understand English.
• Able to proofread, punctuate and spell correctly, use proper grammar.
• Knowledge of basic mathematical principles.
• Familiar with contract documents.
• Able to operate all types of office equipment.
• Able to type and enter data accurately and efficiently.
• Willing to learn procedures and functions of the assigned position.
• Able to plan and organize work to meet schedules and timelines.
• Able to follow oral and written instructions.
• Able to communicate clearly and concisely, both orally and in writing.
• Able to establish and maintain positive working relationships and maintain confidentiality.

Responsibilities

• Schedule and forecast backlogs and planned component replacement according to the preventive maintenance schedule.
• Set up a preventive maintenance schedule for the contract trucks.
• Open work orders for preventive maintenance items and backlogs.
• Assist with data collection for the availability process.
• Coordinate with the tool room attendant to assure parts availability for backlog work.
• Lead and adhere to safe work practices and procedures.
• Schedule and coordinate maintenance of Wyoming Machinery owned support equipment.
• Prepare component schedulers for CRC/DTC repairs.
• Research component life and warranty application.
• Verify completion of service reports and proper forms; review work orders for accuracy and warranty purposes.
• Answer contract work order questions for Contract Coordinators.
• Review proformas from Contract Coordinators before sending to customers.
• Monitor and update backlog system for accuracy.
• Verify standard job application to work orders/segments (labor and parts list as applicable).
• Document all mileage/hours on contract support equipment.
• Update MCS and DBS with contract component tracking numbers.
• Create and distribute contract component change-out (usage) reports for the customer and company.
• Enter mileage reimbursement (travel) sheets daily into DBS for payroll.
• Ensure verification of credited parts.
• Verify parts and labor accuracy per segment level across DBS and STW.

Skills

Heavy equipment maintenance

CAT equipment knowledge

Data entry

Planning & organizing

Communication (verbal/written)

Education

High School diploma or equivalent

Tools

MCS

DBS

Office equipment & software

Job description

• Schedule and forecast backlogs and planned component replacement according to the preventive maintenance schedule.
• Set up a preventive maintenance schedule for the contract trucks.
• Open work orders for preventive maintenance items and backlogs.
• Assist with data collection for the availability process.
• Coordinate with the tool room attendant to assure parts availability for backlog work.
• Lead and adhere to safe work practices and procedures.
• Schedule and coordinate maintenance of Wyoming Machinery owned support equipment.
• Prepare component schedulers for CRC/DTC repairs.
• Research component life and warranty application.
• Verify completion of service reports and proper forms while reviewing work orders for accurate closing and warranty purposes. Make necessary corrections and communicate issues clearly.
• Answer contract work order questions for Contract Coordinators.
• Review proformas from Contract Coordinators before sending to customers, as needed.
• Monitor and update backlog system for accuracy.
• Verify standard job application to work orders/segments (labor and parts list as applicable).
• Document all mileage/hours on contract support equipment.
• Update MCS and DBS with contract component tracking numbers.
• Create and distribute contract component change-out(usage) reports for the customer and Wyoming Machinery Company’s business department.
• Enter mileage reimbursement(travel) sheets daily into DBS for payroll.
• Ensure verification of credited parts.
• Verify parts and labor accuracy per segment level across DBS and STW.

ADDITIONAL FUNCTIONS

• Issue vendor PO’s for outside labor and materials.
• Answer telephone calls and email correspondence.
• Maintain records to support contract functions.
• Participate in daily safety meetings and occasionally lead them.
• Perform related duties and responsibilities.
• Travel to contract site.

QUALIFICATIONS/KNOWLEDGE/SKILL/ABILITY

• High School diploma or equivalent.
• A minimum of 5 years’ related experience in the heavy equipment maintenance field.
• Knowledge of CAT equipment and parts.
• Able to read, write, speak and understand English.
• Able to proofread, punctuate and spell correctly, use proper grammar, etc.
• Knowledge of basic mathematical principles.
• Familiar with contract documents.
• Able to operate all types of office equipment.
• Able to type and enter data accurately and at a speed necessary for successful job performance.
• Able to learn the procedures and functions of the assigned position.
• Able to plan and organize work to meet schedules and timelines.
• Able to understand and follow oral and written instructions.
• Able to communicate clearly and concisely, both orally and in writing.
• Able to establish, maintain, and foster positive and harmonious working relationships with others in the course of work.
• Able to maintain confidentiality.

PHYSICAL/ENVIRONMENTAL REQUIREMENTS

Prolonged sitting, keyboarding and standing

Exposure to extreme weather conditions, noise, dust, etc.

12 hour work day, 7 days per two weeks on a 5/4 rotation

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.