Equipment Service/Shop Administrator (Dallas, TX) - Austin Equipment Yard

Our Austin Equipment Yard has an outstanding opportunity for an Equipment Service/Shop Administrator at our equipment yard located in Southwest Dallas, Texas near Duncanville . The Equipment Service Administrator supports daily operations of the construction equipment yard by ordering parts, maintaining service records, and communicating with vendors, technicians, and supervisors. This role ensures that equipment is serviced efficiently and that required parts and materials are sourced in a timely, cost‑effective manner. Responsibilities Equipment & Service Coordination Maintain accurate service logs, work orders, and equipment histories Prioritize service requests and communicate timelines to yard supervisors and field teams Support technicians by providing required documentation, manuals, and part specs Identify, order, and manage inventory of parts, supplies, and consumables for construction equipment. Issuing accurate purchase orders (PO’s) including creating item codes. Source competitive quotes from vendors and negotiate pricing when appropriate. Maintain strong vendor relationships to ensure reliable supply and timely delivery. Reconcile packing slips, invoices, and purchase orders for accuracy. Monitor backorders and follow up with suppliers to prevent delays. Sign invoices, verify the parts received and alert technicians as soon as parts arrive. Inventory & Recordkeeping Maintain an organized parts room, ensuring proper labeling, storage, and stock levels. Conduct periodic inventory counts and update databases or ERP systems. Track warranty claims and coordinate warranty-related repairs and parts replacement. Administrative Support Prepare weekly and monthly reports on equipment availability, service costs, and parts usage. Assist with budgeting for equipment maintenance and parts procurement. Support compliance with safety, environmental, and operational policies. Perform other duties as assigned Qualifications 2–4 years of experience in fleet administration, equipment services, logistics, construction operations, or a related administrative/operations role Prior experience supporting vehicle fleet operations, equipment services, or maintenance coordination strongly preferred Experience working in a construction, industrial, or equipment‑intensive environment a plus Prior experience in parts ordering or service administration Basic mechanical aptitude or familiarity with equipment service terminology Experience with Microsoft Office, purchase order systems, and service ticket software Strong organizational skills with attention to detail and accuracy Ability to manage multiple priorities in a fast‑paced, operational environment Strong communication skills to coordinate with technicians, shop labor, managers, vendors, and internal departments Customer‑service mindset when supporting drivers and internal stakeholders Physical Requirements Work indoors in an office and parts room environment, and outdoors in varying weather conditions when supporting equipment yard activities Ability to stand, walk, and move around an equipment yard for extended periods Lift, carry, push, or pull parts and materials up to 35 lbs as needed Bend, kneel and reach when accessing inventory shelves Personal protective equipment (PPE) may be required when entering yard or shop areas. General Requirements High school diploma or GED required; associate degree or equivalent experience preferred Proficiency with Microsoft Office applications (Excel, Outlook, Word) and internal tracking systems Proficiency with inventory or maintenance management software (CMMS/ERP) Shop hours are 6:30am - 5pm Monday through Friday and parts procurement may be needed any time within this timeframe. This position is full-time 40 hours per week with additional time required as needed. Applicants must be legally authorized to work for ANY employer in the United States. Austin Industries is unable to sponsor or take over sponsorship of an employment visa for this position. Benefits & Compensation We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We proudly remain a 100% employee‑owned company through our Employee Stock Ownership Plan (ESOP). Austin Industries is an Equal Opportunity Employer. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Austinindl