Equipment and Asset Coordinator (Rochester)

Equipment & Asset Coordinator

The Equipment & Asset Coordinator is responsible for the administration, tracking, maintenance coordination, and operational readiness of company-owned equipment, tools, and fleet assets. The role serves as the primary point of contact between field teams, vendors, and company leadership to ensure equipment is properly maintained, inventoried, assigned, and available to support ongoing operations.

Key Responsibilities

Equipment & Tool Management

• Develop and implement a comprehensive numbering system for all equipment and tools to ensure effective record keeping of existing equipment and tools.
• The system for all equipment and tools should keep track of current prices, purchase prices and deployment locations to ensure efficient and cost-effective replacement of equipment and tools.
• Ensure accurate documentation of equipment and whereabouts for accountability and effective utilization.
• Communicate with EPC and the farm on a weekly basis on the whereabouts and deployment timing of the equipment & when it may be available for use for a site.
• Coordinate the transfer of the equipment & tools to the sites whether in-house delivery or by use of external 3rd party company.
• Provides instruction and training in the proper methods and uses necessary to operate the tools and the equipment (if necessary).
• Handles the disposal or replacement process when tools or equipment reaches the end of its useful life or is no longer cost-effective to maintain. This may involve selling off equipment, coordinating trade-ins, or managing equipment retirement in compliance with environmental regulations.
• Continuously update and maintain the maintenance tracking system to ensure accurate records of all machinery at the farm and EPC sites.
• Communicate with EPC and the farm on a weekly basis on upcoming maintenance needs, replacements needed while tools or equipment are down for maintenance.
• Manage equipment assignments and transfers between project sites.
• Conduct periodic inventory audits and reconcile discrepancies.
• Ensure all assets are properly tagged and tracked within the company's asset management software.

Maintenance Coordination

• Perform light mechanical repairs and preventative maintenance on small engines, ATVs, UTVs, skid steers, and similar equipment.
• Coordinate repairs requiring specialized expertise with outside service providers.
• Schedule preventative maintenance and inspections.
• Maintain maintenance records and repair histories.

Software & Asset Tracking

• Serve as the system administrator for equipment tracking software.
• Ensure equipment status, location, maintenance history, and assignments remain current.
• Generate reports on asset utilization, maintenance needs, and inventory levels.

Vendor Management

• Coordinate with equipment dealers, rental companies, and service vendors.
• Obtain quotes for repairs and replacement equipment.
• Schedule field service visits and shop repairs.
• Maintain vendor relationships and service agreements.

Project Team Support

• Communicate regularly with project teams regarding equipment availability, maintenance schedules, and repair status.
• Conduct weekly outreach to project teams to identify equipment needs and issues.
• Coordinate equipment mobilization and demobilization between projects.
• Support project teams with sourcing tools and equipment required to execute work.

Procurement & Inventory Control

• Monitor inventory levels for common parts, supplies, and consumables.
• Recommend equipment replacements and purchases.
• Assist with annual budgeting for equipment and fleet expenditures.
• Maintain orderly storage and organization of company equipment and inventory.