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Job Description
POSITION SUMMARY
The Shop & Yard Administrator supports daily operations of the shop and yard through administrative functions, equipment and compliance records management, invoice processing, and asset tracking. This role is the operational link between field crews, accounting, vendors, and management.
KEY RESPONSIBILITIES
Administrative & Office Support Provide administrative support for shop, yard, fleet, and operations personnel Maintain organized filing systems for equipment, vehicles, inspections, permits, and compliance records Prepare reports, spreadsheets, and operational summaries as requested Answer phones, respond to emails, and coordinate communications with vendors, subcontractors, and field personnel Assist with scheduling maintenance activities, inspections, and service appointments Invoice Processing & Cost Tracking Collect, review, and compile vendor invoices for equipment repairs, fuel, parts, supplies, rentals, and subcontractor services Verify invoice accuracy against purchase orders, work orders, and receiving documentation Code and submit invoices for approval and payment processing Assist accounting with month-end reconciliations and cost reporting Track shop and equipment expenses and provide reports to management Equipment & Asset Management Maintain accurate records of company-owned and rented equipment, vehicles, trailers, and tools Track equipment locations, assignments, utilization, and availability Monitor equipment registration, licensing, warranties, and service schedules Maintain equipment inventory databases and asset tracking systems Coordinate equipment inspections, maintenance schedules, and repairs Assist with equipment onboarding, tagging, and documentation Compliance & Documentation Management Track and maintain compliance records for vehicles, equipment, operators, and facilities Monitor expiration dates for vehicle registrations, insurance certificates, permits and licenses, operator certifications, DOT documentation, and safety inspections Ensure documentation is current and readily available for audits and inspections Support safety and compliance initiatives by maintaining training records Assist with internal and external compliance audits Yard Operations Support Coordinate incoming and outgoing equipment, materials, and deliveries Maintain accurate records of equipment movements and yard inventory Assist in tracking fuel usage, maintenance records, and equipment downtime Coordinate with field supervisors regarding equipment needs and availability Purchasing & Vendor Coordination Assist with ordering parts, supplies, tools, and shop materials Obtain vendor quotes and maintain vendor records Coordinate deliveries and verify receipt of materials and equipment Maintain purchase logs and support procurement processes Data Management & Reporting Maintain accurate electronic and physical records Generate weekly and monthly reports on equipment utilization, maintenance schedules, compliance status, repair costs, invoice tracking, and inventory levels Identify discrepancies and recommend corrective actions
QUALIFICATIONS
Education:
High School Diploma or GED required Associate degree in Business Administration, Operations Management, Accounting, or related field preferred
Experience:
2-5 years of administrative experience in construction, transportation, fleet management, equipment rental, or similar industry preferred Experience with invoice processing and document management Experience tracking equipment, fleet, or asset records is highly desirable
Skills:
Strong organizational and time-management skills Excellent attention to detail and accuracy Ability to manage multiple priorities in a fast-paced environment Strong communication skills Proficiency in Microsoft Office Suite, especially Excel Experience with fleet management, maintenance, or accounting software preferred Basic understanding of DOT compliance, fleet documentation, and safety regulations Self-starter attitude is a must
Preferred Experience:
Construction or heavy equipment operations DOT compliance documentation Inventory management systems Accounts payable and invoice processing Timesheet review
PHYSICAL REQUIREMENTS
Ability to work in both office and yard environments Occasional walking through shop and yard facilities Ability to lift up to 50 pounds occasionally Ability to work around construction equipment, vehicles, and shop operations
