Shop, Equipment & Material Manager (74330)

Valcourt; New York (NY); On-site; USD 60,000 - 100,000; Full time

Job summary

Valcourt is seeking an experienced Equipment & Fleet Manager to oversee shop, yard, and project-site deliveries in Astoria, NY. The role includes managing equipment on active projects, coordinating mobilization, and ensuring safety compliance.

Responsibilities include overseeing deliveries, maintaining asset registers, and supporting project management with logistics and procurement. A hands-on, proactive approach is required to minimize downtime and costs.

Qualifications

• 5+ years in construction equipment, shop, warehouse, or materials management; 2+ years in a supervisory role.
• Strong mechanical aptitude and working knowledge of construction equipment and maintenance.
• Purchasing, vendor negotiation, and inventory control experience.
• Valid driver’s license with a clean driving record; ability to pass a motor vehicle record check and drug screen.
• Proficiency with spreadsheets and inventory, maintenance, or accounting software.
• Working knowledge of OSHA and DOT requirements.
• Willingness to learn project management and administrative processes.

Responsibilities

• Schedule, receive, and check in all vendor deliveries to the shop and yard, verifying quantities, condition, and paperwork against POs.
• Coordinate delivery windows with vendors and carriers to avoid congestion, idle time, and missed crew start times.
• Inspect incoming materials and equipment, document shortages or damage with photos, and file claims or returns promptly.
• Direct unloading, put-away, and secure storage using safe handling and proper equipment (forklift, loader, etc.).
• Maintain a delivery log and receiving records, and pass receiving documents to accounting for PO and invoice reconciliation.
• Stage and kit incoming materials by job so they are ready for crew pickup or site delivery.
• Track backorders and late deliveries, and alert project managers before schedule impact occurs.
• Plan and coordinate equipment mobilization and demobilization with project managers and superintendents.
• Maintain a real-time record of what equipment is at each project, who is responsible for it, and when it is due back.
• Conduct periodic job-site equipment checks for condition, security, proper use, and maintenance needs.
• Arrange field service, repairs, or replacement of equipment that breaks down on a project, minimizing crew downtime.
• Ensure site equipment is secured, fueled, inspected, and compliant with safety requirements.
• Monitor job-site equipment utilization and recall idle equipment for use on other projects or return of rentals.
• Track rental equipment on projects, including delivery, off-rent calls, and billing accuracy.
• Ensure operators on site are trained and authorized for the equipment they use.
• Document damage, loss, or misuse and follow up with the responsible project team
• Safely operate company trucks, trailers, and delivery vehicles to transport materials, tools, and equipment to and from job sites.
• Load, secure, and unload cargo in compliance with DOT and company safety requirements.
• Plan efficient delivery routes, combining stops to reduce fuel cost and drive time.
• Obtain delivery confirmation (signatures, photos, or receiving tickets) from the site and file records.
• Complete pre-trip and post-trip vehicle inspections and report defects immediately.
• Keep required driver documentation current, including license, medical card (if applicable), and logs.
• Pick up materials and supplies from vendors, supply houses, and suppliers as needed.
• Represent the company professionally with customers, site staff, and vendors.
• Maintain a complete asset register of vehicles, trailers, heavy and specialty equipment, and tools, including purchase date, cost, hours/mileage, and condition.
• Develop and run a preventive maintenance program with scheduled service, inspections, and documented records.
• Diagnose repair needs and decide between in-house repair, outsourcing, or replacement.
• Track utilization and job-cost allocation (internal rental rates) for accurate job costing.
• Recommend purchase, lease, rent, or sell decisions using cost-of-ownership and utilization data.
• Manage DOT compliance: vehicle inspections, registrations, insurance documentation, and annual inspections.
• Oversee fueling, fuel card controls, and fuel usage tracking
• Keep the shop clean, organized, and safe with defined work areas, tool storage, and workflow.
• Manage fabrication, kitting, and pre-assembly for field crews as the business requires.
• Establish procedures and checklists for equipment check-out, check-in, and damage reporting.
• Manage shop tools and diagnostic equipment, including calibration where required.
• Maintain accurate records for stock materials, small tools, consumables, and PPE.
• Set and review min/max stock levels and reorder points.
• Implement check-out, theft and loss prevention, and yard/warehouse security controls.
• Dispose of or liquidate surplus, obsolete, or damaged inventory.
• 5+ years in construction equipment, shop, warehouse, or materials management; 2+ years in a supervisory role.

Skills

Construction equipment

Shop management

Inventory control

Supervisory experience

Vendor negotiation

OSHA knowledge

DOT knowledge

Driver license

Preventive maintenance

Excel/Spreadsheets

Tools

Procore

Sage

Foundation

QuickBooks

Job description

Job Details: Job Location: CERCONE AST - Astoria, NY 11105, Salary Range: $1.00 - $1.00 Salary, Job Summary:

Keeps crews supplied with the right equipment, tools, and materials, in working condition, at the right place and time, at the lowest practical cost. Owns the shop, yard, fleet, tool inventory, and material flow from purchase through job-site delivery and return. This is a hands-on role that includes managing shop deliveries, overseeing equipment on active projects, and personally driving site deliveries. The position will also be trained to provide Project Support to the project management team.

Key Responsibilities

• Schedule, receive, and check in all vendor deliveries to the shop and yard, verifying quantities, condition, and paperwork against POs.


• Coordinate delivery windows with vendors and carriers to avoid congestion, idle time, and missed crew start times.


• Inspect incoming materials and equipment, document shortages or damage with photos, and file claims or returns promptly.


• Direct unloading, put-away, and secure storage using safe handling and proper equipment (forklift, loader, etc.).


• Maintain a delivery log and receiving records, and pass receiving documents to accounting for PO and invoice reconciliation.


• Stage and kit incoming materials by job so they are ready for crew pickup or site delivery.


• Track backorders and late deliveries, and alert project managers before schedule impact occurs

Managing Equipment at Projects

• Plan and coordinate equipment mobilization and demobilization with project managers and superintendents.


• Maintain a real-time record of what equipment is at each project, who is responsible for it, and when it is due back.


• Conduct periodic job-site equipment checks for condition, security, proper use, and maintenance needs.


• Arrange field service, repairs, or replacement of equipment that breaks down on a project, minimizing crew downtime.


• Ensure site equipment is secured, fueled, inspected, and compliant with safety requirements.


• Monitor job-site equipment utilization and recall idle equipment for use on other projects or return of rentals.


• Track rental equipment on projects, including delivery, off-rent calls, and billing accuracy.


• Ensure operators on site are trained and authorized for the equipment they use.


• Document damage, loss, or misuse and follow up with the responsible project team

Driver for Site Deliveries

• Safely operate company trucks, trailers, and delivery vehicles to transport materials, tools, and equipment to and from job sites.


• Load, secure, and unload cargo in compliance with DOT and company safety requirements.


• Plan efficient delivery routes, combining stops to reduce fuel cost and drive time.


• Obtain delivery confirmation (signatures, photos, or receiving tickets) from the site and file records.


• Complete pre-trip and post-trip vehicle inspections and report defects immediately.


• Keep required driver documentation current, including license, medical card (if applicable), and logs.


• Pick up materials and supplies from vendors, supply houses, and suppliers as needed.


• Represent the company professionally with customers, site staff, and vendors.

Equipment & Fleet Management (Shop-Based)

• Maintain a complete asset register of vehicles, trailers, heavy and specialty equipment, and tools, including purchase date, cost, hours/mileage, and condition.


• Develop and run a preventive maintenance program with scheduled service, inspections, and documented records.


• Diagnose repair needs and decide between in-house repair, outsourcing, or replacement.


• Track utilization and job-cost allocation (internal rental rates) for accurate job costing.


• Recommend purchase, lease, rent, or sell decisions using cost-of-ownership and utilization data.


• Manage DOT compliance: vehicle inspections, registrations, insurance documentation, and annual inspections.


• Oversee fueling, fuel card controls, and fuel usage tracking

Shop Operations & Inventory Control

• Keep the shop clean, organized, and safe with defined work areas, tool storage, and workflow.


• Manage fabrication, kitting, and pre-assembly for field crews as the business requires.


• Establish procedures and checklists for equipment check-out, check-in, and damage reporting.


• Manage shop tools and diagnostic equipment, including calibration where required.


• Maintain accurate records for stock materials, small tools, consumables, and PPE.


• Set and review min/max stock levels and reorder points.


• Implement check-out, theft and loss prevention, and yard/warehouse security controls.


• Dispose of or liquidate surplus, obsolete, or damaged inventory.

Qualifications: Required Qualifications

• 5+ years in construction equipment, shop, warehouse, or materials management; 2+ years in a supervisory role


• Strong mechanical aptitude and working knowledge of construction equipment and maintenance


• Purchasing, vendor negotiation, and inventory control experience


• Valid driver’s license with a clean driving record; ability to pass a motor vehicle record check and drug screen


• Proficiency with spreadsheets and inventory, maintenance, or accounting software


• Working knowledge of OSHA and DOT requirements


• Willingness to learn project management and administrative processe

Preferred Qualifications

• Experience in specialty trades or specialty contracting


• CDL (and DOT medical card), forklift, and relevant equipment certifications


• OSHA 30 or equivalent training


• Experience with construction software (Procore, Sage, Foundation, QuickBooks

Physical Requirements & Working Conditions

• Safely operate company trucks, trailers, and delivery vehicles to transport materials, tools, and equipment to and from job sites.


• Load, secure, and unload cargo in compliance with DOT and company safety requirements.


• Plan efficient delivery routes, combining stops to reduce fuel cost and drive time.


• Obtain delivery confirmation (signatures, photos, or receiving tickets) from the site and file records.


• Complete pre-trip and post-trip vehicle inspections and report defects immediately.


• Keep required driver documentation current, including license, medical card (if applicable), and logs.


• Pick up materials and supplies from vendors, supply houses, and suppliers as needed.


• Represent the company professionally with customers, site staff, and vendors.

This job description does not cover every duty or responsibility of the role. Duties and responsibilities may change at any time, with or without notice.