Shop Operations Coordinator

Responsibilities

• Oversee preventive maintenance schedules and routine inspections within HCSS Equipment360 (E360) software to reduce downtime.
• Enter and maintain equipment information within E360 and company systems.
• Maintain accurate repair records and electronic data logging for maintenance activities.
• Create, process, and track Work Orders (WO's) for maintenance and repair activities.
• Provide general coordination between shop personnel, vendors, and field operations.
• Aid in planning and participating in service meetings to prioritize equipment needs and shop workload.
• Track and maintain inventory levels, ensuring adequate stock of essential parts.
• Source and procure parts, including obtaining quotes and coordinating purchasing activities.
• Collaborate with vendors to negotiate pricing and delivery schedules.
• Maintain accurate inventory, procurement, and vendor records.
• Aid in fleet management activities including asset tracking and performance monitoring.
• Utilize Quartix telematics system for vehicle tracking, reporting, and utilization monitoring.
• Manage alerts and notifications related to equipment health, service intervals, and fleet performance.
• Aid in FMCSA (DOT) compliance requirements related to company vehicles and equipment.
• Coordinate vehicle registrations, titles, license plates, apportioned registrations (IRP), and related documentation.
• Maintain and renew International Fuel Tax Agreement (IFTA) registrations and supporting records.
• Coordinate annual inspections, DOT inspections, emissions testing, and other required regulatory inspections.
• Obtain, process, and maintain oversize/overweight permits for equipment and material transportation.
• Research permit requirements and restrictions across multiple states and jurisdictions.
• Submit permit applications and coordinate approvals with state DOTs, municipalities, counties, and regulatory agencies.
• Monitor permit expiration dates and ensure timely renewals of permits, registrations, licenses, and certifications.
• Track permit costs and maintain documentation for billing, reporting, and project cost allocation.
• Coordinate with project managers, superintendents, dispatch personnel, and regulatory agencies to ensure all permit requirements are met prior to mobilization.
• Maintain equipment ownership documents, warranties, insurance certificates, and compliance records.
• Maintain organized records of permits, registrations, inspections, compliance documentation, warranties, and insurance records to ensure regulatory and company compliance.
• Monitor regulatory changes affecting fleet operations and communicate compliance requirements to management.
• Aid in audits, compliance reviews, and documentation requests from regulatory agencies and insurance providers.
• Optimize shop workflows to ensure efficient repair turnaround times.
• Maintain clear communication between operations, shop personnel, and leadership.

Qualifications

• Knowledge of heavy construction equipment mechanics and repair procedures.
• Strong understanding of shop operations, fleet management, inventory control, and procurement processes.
• Familiarity with Equipment360 (E360), Foundation, Quartix, or similar fleet management software preferred.
• Understanding DOT/FMCSA compliance requirements is a plus.
• Strong communication and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Proficiency in computer skills and data entry systems.