Equipment Administrative Coordinator

Nabholz Construction Services; Rogers (AR); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401(k) match

Life Insurance

Disability Insurance

FSA

Paid Holidays

Direct Deposit

Wellness Program

Job summary

Nabholz Construction Services is seeking an Equipment Administrative Coordinator to support the Equipment Department by coordinating daily activities, maintaining equipment records, and ensuring timely processing of equipment documentation.

This role serves as a central resource for Equipment, Operations, Accounting, Maintenance, and vendors while promoting standardized administrative processes and data integrity. Excellent organizational skills and attention to detail are required.

Qualifications

• Associates degree preferred; equivalent work experience may be considered.
• Minimum of three years in administrative, accounting, equipment, construction, or related business experience.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities while meeting deadlines.
• Maintain confidentiality with professionalism and discretion.

Responsibilities

• Coordinate equipment administration, reporting, 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 throughout the equipment lifecycle.
• Process equipment-related documentation, including setup, transfers, disposals, and ownership records.
• Assist with equipment onboarding and administrative setup across departmental systems.
• Maintain departmental filing systems, electronic records, and document management standards.
• Coordinate workorder administration and assist with equipment documentation and record updates.
• Prepare reports, correspondence, presentations, and other administrative documentation.
• Coordinate department meetings, schedules, and administrative communications.
• Assist with vendor coordination and maintain vendor documentation as required.
• Support compliance initiatives by tracking permits, registrations, inspections, and documentation.
• Collaborate with Equipment, Operations, Accounting, Maintenance, and other departments to ensure timely processing of equipment information.
• Identify opportunities to improve administrative processes, document control, and workflow efficiencies.
• Provide exceptional customer service to internal and external customers.
• Demonstrate strong organizational skills managing multiple priorities and deadlines.
• This position may require driving a personal vehicle or company vehicle; valid driver's license and DOT compliance may be required.

Skills

Organization skills

Attention to detail

Multitasking

Professionalism and discretion

Customer service

Communication

Teamwork

Education

Associate degree or equivalent

Tools

Microsoft Office (Excel, Word, Outlook, Teams)

Sage

Equipment 360

Procore

SharePoint

Job description

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
• 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,documentmanagement,andregulatorycompliancewhilemaintainingahighlevelof customer service and organizational efficiency.
• CoordinatedailyadministrativefunctionsfortheEquipment Department.
• Maintainaccurateequipmentrecordsanddocumentationthroughouttheequipment lifecycle.
• Processequipment-relateddocumentation,includingequipmentsetup,transfers, disposals, and ownership records.
• Supportequipmentbilling,reporting,andfinancialdocumentationasdirectedbythe Equipment Financial Analyst.
• Assistwithequipmentonboardingandadministrativesetupacrossdepartmental systems.
• Maintaindepartmentalfilingsystems,electronicrecords,anddocumentmanagement standards.
• Coordinateworkorderadministrationandassistwithequipmentdocumentationand record updates.
• Preparereports,correspondence,presentations,andotheradministrative documentation.
• Coordinatedepartmentalmeetings,schedules,and administrative communications.
• Assistwithvendorcoordinationand maintainvendordocumentationas required.
• Supportcomplianceinitiativesbytrackingrequiredpermits,registrations,inspections, and documentation.
• Collaborate with Equipment, Operations, Accounting, Maintenance, and other departmentstoensuretimelyandaccurateprocessingofequipmentinformation.
• Identifyopportunitiestoimproveadministrativeprocesses,documentcontrol,and workflow efficiencies.
• Provideexceptionalcustomerservicetobothinternalandexternal customers.
• Strongorganizationalabilitywithdailymanagementofmultipleprioritiesand deadlines.
• 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 ComplianceSpecialistasrequiredbyCompanyPolicy.Anynegativechangeinthestatus of the employee's driving record may result in the revocation of the employee's privilege to drive for the company.
• Allothertasksas assigned.

Education/Skill Requirements :

• AssociatedegreeinBusinessAdministration,Accounting,OfficeAdministration,or related field preferred; equivalent work experience may be considered.
• Minimumofthree(3)yearsofadministrative,accounting,equipment,construction,or related business experience preferred.
• Strongorganizationalskillswithexceptionalattentiontodetailand accuracy.
• Abilitytomanagemultipleprioritieswhilemeetingestablished deadlines.
• Abilitytomaintainconfidentialinformationwithprofessionalismand discretion.
• Strongcustomerserviceandinterpersonal skills.
• AbilitytoworkcollaborativelywithOperations,Accounting,Maintenance,vendors,and other internal departments.
• ProficientinMicrosoftOfficeapplications,particularlyExcel,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 typical of construction work sites.
• Ability to travel long distances by vehicle or commercial airline.
• Liftfrequentlyupto 20poundsandoccasionally upto25 pounds.

Work environment :

• Office, cubicle or workstation, job site.

AA/EOE. Women, Minorities, Veterans, and Disabled People Encouraged to Apply

Nabholz is an Equal Opportunity Employer and does not discriminate on the basis of sex, race, color, religion, sexual orientation, national origin, cultural heritage, ancestry, political belief, age, marital status, pregnancy, physical or mental disability, protected veteran status or any other characteristic protected by federal, state or local laws.

Employment at Nabholz is subject to post offer, pre-employment drug testing. Nabholz is a drug-free workplace and an E-Verify employer. The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day.

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