Equipment and Logistics Assistant

Position Summary

The Equipment and Logistics Assistant provides administrative and operational support for the company's equipment and logistics functions. This position helps ensure that equipment, vehicles, materials, and transportation resources are properly scheduled, tracked, and available when needed to support field operations. This candidate will work closely with the Equipment & Logistics Manager, Director of Equipment Operations, project managers, field supervisors, operators, drivers, and outside transportation providers. This is a highly organized, communication-focused position that requires the ability to manage multiple priorities, respond quickly to changing project needs, and maintain accurate information across multiple projects.

Key Responsibilities

• Equipment & Fleet Coordination
  • Assist with scheduling and tracking heavy equipment, vehicles, and support machinery.
  • Maintain accurate records of equipment locations, assignments, availability, and status.
  • Help coordinate equipment moves between project sites, yards, shops, and other locations.
  • Track equipment inspections, preventative maintenance, repairs, and service schedules.
  • Communicate equipment issues and maintenance needs to the Equipment & Logistics Manager.
  • Help ensure equipment is properly prepared and available before mobilization.
  • Maintain current records for equipment certifications, inspections, registrations, and other required documentation.
  • Monitor equipment utilization and communicate potential scheduling conflicts or shortages.
  • Ability to remain on call, after hours and on weekends, in the instance that the logistics manager is out of the office.
• Logistics Coordination
  • Coordinate transportation of equipment, materials, and support resources to and from project sites.
  • Schedule and communicate with trucking companies, lowboys, spreader trucks, water trucks, and other transportation providers.
  • Assist with mobilization and demobilization planning.
  • Confirm delivery schedules, pickup locations, site access requirements, and contact information.
  • Communicate changes to transportation schedules with project teams and equipment personnel.
  • Help coordinate deliveries of lime, cement, fuel, water, and other project-related materials as needed.
  • Maintain organized records of transportation activity and related documentation.
  • Assist with resolving scheduling, delivery, and transportation issues as they arise.
• Project & Field Support
  • Work closely with project managers and field supervisors to understand upcoming equipment and logistics requirements.
  • Assist with developing equipment and transportation schedules based on project timelines.
  • Monitor upcoming project needs and communicate requirements to the Equipment & Logistics Manager.
  • Help ensure equipment and materials are mobilized in accordance with project schedules.
  • Maintain regular communication with field crews regarding equipment movements and logistics.
  • Assist with site-specific logistics coordination when required.
  • Visit project sites periodically to support equipment and logistics coordination.
• Administrative & Recordkeeping
  • Maintain accurate equipment, fleet, transportation, and logistics records.
  • Update equipment tracking and scheduling systems.
  • Prepare daily, weekly, and project-specific logistics reports.
  • Organize invoices, delivery tickets, transportation records, maintenance documentation, and related paperwork.
  • Assist with tracking fuel usage, equipment hours, transportation costs, and other operational information.
  • Help verify transportation and equipment-related invoices for accuracy.
  • Maintain organized documentation for audits, compliance, and internal reporting.
• Communication & Coordination
  • Serve as a primary point of communication for day-to-day logistics scheduling and coordination.
  • Communicate effectively with project managers, superintendents, operators, drivers, mechanics, vendors, and subcontractors.
  • Provide timely updates regarding equipment availability, transportation schedules, delays, and changes.
  • Escalate equipment or logistics issues to the Equipment & Logistics Manager when necessary.
  • Help maintain strong relationships with trucking companies, vendors, and other logistics partners.
  • Support the Equipment & Logistics Manager in keeping field operations informed and prepared.
• Safety & Compliance
  • Assist in ensuring equipment and transportation activities are conducted in accordance with company policies and applicable safety requirements.
  • Help maintain current inspection, registration, and certification records.
  • Communicate safety or compliance concerns to the appropriate manager.
  • Support safe and organized equipment mobilization and transportation practices.
  • Maintain awareness of applicable OSHA, DOT, and equipment safety requirements.

Qualifications

• Required
  • 2+ years of experience in logistics, construction, fleet operations, equipment coordination, transportation, or a related field.
  • Strong organizational and time-management skills.
  • Excellent communication and follow-up skills.
  • Ability to manage multiple projects, schedules, and priorities simultaneously.
  • Strong attention to detail and accuracy.
  • Ability to work effectively with field personnel, management, vendors, and transportation providers.
  • Proficiency with Microsoft Office, including Excel and Outlook.
  • Ability to learn and utilize equipment tracking, fleet management, and scheduling systems.
  • Ability to work in both office and field environments.
• Preferred
  • Experience in heavy construction, civil construction, soil stabilization, or related industries.
  • Familiarity with heavy construction equipment and transportation requirements.
  • Experience coordinating lowboy or heavy-haul transportation.
  • Familiarity with DOT requirements and commercial transportation operations.
  • Experience with fleet management or construction management software.
  • Experience coordinating construction materials and deliveries.
  • Associate's or bachelor's degree in Construction Management, Logistics, Operations, Business, or a related field.

Core Competencies

• Organization & Attention to Detail
• Logistics Coordination
• Communication & Follow-Through
• Scheduling & Time Management
• Problem Solving
• Construction & Equipment Awareness
• Customer & Vendor Relations
• Team Collaboration
• Adaptability
• Safety Awareness

What Success Looks Like

Success in this role means helping the Equipment & Logistics Manager and field operations stay ahead of equipment and logistics needs. The successful candidate will:

• Keep equipment and transportation schedules accurate and current.
• Anticipate upcoming project logistics needs.
• Communicate changes quickly and effectively.
• Help prevent equipment and material-related downtime.
• Maintain accurate and organized records.
• Develop strong working relationships with field personnel and logistics partners.
• Become a dependable resource for project managers and field supervisors.
• Help create a more consistent and organized approach to equipment and logistics coordination.

Work Environment

This position operates in the office. The Equipment and Logistics Assistant will work closely with the Equipment & Logistics Manager, Director of Equipment Operations, project managers, field supervisors, operators, maintenance personnel, drivers, vendors, and transportation providers. The position requires flexibility and the ability to respond to changing project schedules, equipment needs, and transportation requirements.