Equipment and Fleet Administrator
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- Office & Administrative Support
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- 26000836 Requisition #
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- 318 Total Views
The Equipment & Fleet Administrator provides administrative, financial, and operational support to the Equipment Department. The position maintains fleet and equipment records, supports maintenance administration, tracks equipment costs and utilization, administers department systems, and coordinates with field operations, shop personnel, accounting, and management to support safe, reliable, and cost-effective fleet operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Fleet & Asset Administration
Maintain accurate fleet, equipment, rental, assignment, location, utilization, and asset records in company systems.
Coordinate equipment assignments, transfers, mobilizations, demobilizations, and lifecycle documentation.
Maintain equipment files, registrations, inspections, warranties, and maintenance records.
Monitor and report asset status, ownership information, utilization, and fleet performance.
Provide timely fleet information and administrative support to field personnel, supervisors, mechanics, and Equipment Department staff.
Maintenance & Shop Administration
Administer work order and preventive maintenance programs through company software systems.
Maintain repair, labor, parts, downtime, and maintenance records; monitor service schedules and equipment intervals.
Support inventory tracking, shop administration, training coordination, travel arrangements, and department logistics.
Develop and maintain maintenance-related forms, procedures, and documentation.
Financial Administration & Department Support
Track ownership and operating costs, including labor, parts, fuel, rentals, and 3rd party services.
Assist with equipment billing, budget tracking, cost analysis, and financial reporting.
Maintain supporting documentation and coordinate with accounting to resolve billing and cost-allocation discrepancies.
Support departmental reporting, audits, compliance requirements, and administrative processes.
SYSTEMS, REPORTING & ANALYTICS
Maintain fleet management, maintenance, telematics, and ERP systems.
Collect, analyze, and report equipment utilization, maintenance, cost, and operational data.
Prepare reports to support operational and management decisions.
PROCESS IMPROVEMENT
Assist in developing and maintaining department procedures, forms, and administrative controls.
Identify opportunities to improve efficiency, reporting accuracy, and equipment information management.
Perform other duties as assigned in support of department objectives.
KNOWLEDGE, SKILLS & ABILITIES
Knowledge of heavy equipment, fleet operations, maintenance practices, and equipment cost accounting.
Understanding of preventive maintenance programs, work order management, utilization reporting, and financial controls.
Strong analytical, organizational, problem-solving, and communication skills.
Proficiency in Microsoft Office and business management systems; ability to prepare reports and maintain accurate records.
Ability to establish productive working relationships with field operations, maintenance personnel, accounting, and management.
MINIMUM QUALIFICATIONS
High school diploma or GED.
Three years or more of experience in equipment administration, fleet management, maintenance administration, equipment accounting, construction operations, or a related field.
Experience maintaining equipment, maintenance, financial, or asset-management records.
Proficiency in Microsoft Excel, Word, and Outlook, with experience using CMMS, ERP, fleet management, accounting, or similar systems.
Valid driver’s license with an acceptable driving record.
Ability to satisfy applicable pre-employment and company drug and alcohol testing requirements.
PREFERRED QUALIFICATIONS
Associate degree in Business Administration, Accounting, Construction Management, Fleet Management, or a related field.
Experience in heavy construction, mining, transportation, or fleet maintenance operations.
Knowledge of heavy equipment maintenance, asset management, and equipment lifecycle planning.
Experience with equipment cost accounting, budgeting, utilization reporting, fleet analytics, or telematics reporting.
Experience with Vista, Gearflow, VisionLink, or similar platforms.
PHYSICAL DEMANDS & WORK ENVIRONMENT
Work is primarily office-based with periodic visits to equipment yards, shops, and project locations. The position requires regular use of computers and office equipment, occasional lifting of materials or supplies up to 25 pounds, and schedule flexibility to support operational and reporting deadlines. Occasional exposure to construction, maintenance, shop, and outdoor environments may occur.
ASRC Construction is a drug free workplace and pre-employment drug testing is part of the hiring process.
ASRC Construction and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status, age or any other legal protected status. EEO Poster
ASRC Construction is the construction division of Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.
ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.
