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.\nCoordinate daily administrative functions for the Equipment Department.\nMaintain accurate equipment records and documentation throughout the equipment lifecycle.\nProcess equipment-related documentation, including equipment setup, transfers, disposals, and ownership records.\nCoordinate fleet registrations, titles, permits, licensing, and regulatory documentation.\nSupport equipment billing, reporting, and financial documentation as directed by the Equipment Financial Analyst.\nAssist with equipment onboarding and administrative setup across departmental systems.\nMaintain departmental filing systems, electronic records, and document management standards.\nCoordinate work order administration and assist with equipment documentation and record updates.\nPrepare reports, correspondence, presentations, and other administrative documentation.\nCoordinate departmental meetings, schedules, and administrative communications.\nAssist with vendor coordination and maintain vendor documentation as required.\nSupport compliance initiatives by tracking required permits, registrations, inspections, and documentation.\nCollaborate with Equipment, Operations, Accounting, Maintenance, and other departments to ensure timely and accurate processing of equipment information.\nIdentify opportunities to improve administrative processes, document control, and workflow efficiencies.\nMaintain confidentiality of financial, operational, and personnel information.\nProvide exceptional customer service to both internal and external customers.\nStrong organizational ability with daily management of multiple priorities and deadlines.\nThis job is safety sensitive for medical marijuana purposes.\nThis 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.\nAll 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.\nMinimum of three (3) years of administrative, accounting, equipment, construction, or related business experience preferred.\nStrong organizational skills with exceptional attention to detail and accuracy.\nAbility to manage multiple priorities while meeting established deadlines.\nExcellent written and verbal communication skills.\nAbility to maintain confidential information with professionalism and discretion.\nStrong customer service and interpersonal skills.\nAbility to work collaboratively with Operations, Accounting, Maintenance, vendors, and other internal departments.\nProficient in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.\nPreferred experience in Equipment 360, Sage, Procore and point.\nHigh attention to detail and ability to work independently under tight deadlines.\nStrong communication and teamwork skills.

Physical Demands:

Ability to continuously sit, stand or walk.\nAbility to bend, squat, and climb stairs.\nAbility to navigate uneven terrain typical of construction work sites.\nAbility to travel long distances by vehicle or commercial airline.\nLift frequently up to 20 pounds and occasionally up to 25 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. 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