Fleet & Equipment Admin - Operations Coordinator

Dondlinger & Sons Construction Co. Inc.; Wichita (KS); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Life Insurance

401K/Retirement

Employee Stock Ownership Program.

Holiday Pay

Paid Time Off

Job summary

Dondlinger Construction Company is seeking a Fleet Administrator to provide administrative support for the crane and vehicle fleet, coordinating with the Sales & Operations Manager. You will track equipment location, monitor on-site durations, and maintain maintenance and compliance records to ensure accurate billing and asset utilization.

The ideal candidate has 2+ years of administrative experience, strong organizational skills, proficiency with Microsoft Office, and the ability to learn fleet

Qualifications

• 2+ years of administrative, office coordination, or clerical experience, preferably supporting fleet, equipment, or construction operations.
• Strong organizational skills and attention to detail, with the ability to manage many records and deadlines at once.
• Proficiency with Microsoft Office (Excel, Outlook, and Word) and the ability to learn fleet management, accounting, or ERP software.
• Experience with data entry, recordkeeping, and document management.
• Basic understanding of billing, invoicing, or accounts payable and receivable processes.
• Strong written and verbal communication skills, with the ability to coordinate across field, yard, shop, and office teams.
• Must operate in a character consistent with company values (Skill, Integrity, and Responsibility).
• Valid driver's license.

Responsibilities

• Track the location, assignment, and status of all fleet assets, including cranes, heavy equipment and company vehicles.
• Monitor how long each piece of equipment is scheduled to remain on site, track anticipated return and transfer dates, and flag idle, underused, or overdue equipment.
• Keep the fleet management system (Tenna) current with equipment locations, hours and mileage, assignments, and movement between job sites and the yard.
• Coordinate with project teams, field staff, and yard and dispatch personnel to confirm equipment needs, deliveries, pickups, and on-site duration.
• Maintain records for equipment rented from outside vendors, tracking rental start and end dates, rates, and timely return.
• Prepare and process equipment billing, allocating equipment usage and hours to the correct jobs and cost codes.
• Ensure equipment usage is billed accurately and on time to projects, and to customers where applicable.
• Support the accounting team with accounts payable and receivable related to the fleet and crane operations, and resolve billing discrepancies with vendors and internal teams.
• Track equipment-related expenses and support cost reporting and budgeting.

Job description

Dondlinger Construction Company is seeking a Fleet Administrator to provide administrative support for the crane and vehicle fleet, coordinating with the Sales & Operations Manager. You will track equipment location, monitor on-site durations, and maintain maintenance and compliance records to ensure accurate billing and asset utilization.

The ideal candidate has 2+ years of administrative experience, strong organizational skills, proficiency with Microsoft Office, and the ability to learn fleet