EQUIPMENT ADMINISTRATOR
Job Description
Department: Operations & Equipment Reports To: Sr. VP, Procurement, Equipment & Shops Level: Mid-Level Type: Full-Time | On-Site
POSITION SUMMARY
The Equipment Administrator plays a critical role in bringing structure, visibility, and financial discipline to the equipment function of a diversified, multi-division organization operating in transportation, mining, construction, and crushing & screening. This is a hands-on, improvement-focused role responsible for consolidating and maximizing the use of existing systems (Fleetsoft, VisionLink, Jonas and Geotab) to establish a single source of truth for fleet data, shop performance, parts inventory, and equipment utilization. The successful candidate will help transform the equipment division from a manual, reactive operation into a data-driven function that supports sound business decision-making and improved profitability across all divisions.
KEY RESPONSIBILITIES
Fleet Management & Data Visibility
- Consolidate and reconcile fleet data across Fleetsoft, VisionLink, and Geotab to establish a complete and accurate equipment registry.
- Manage fleet allocation in Jonas.
- Develop and maintain fleet utilization reports, identifying underperforming or underutilized assets.
- Track and report on equipment availability, downtime, and deployment across all divisions.
- Support the development and ongoing review of internal equipment charge-out rates that accurately reflect true costs.
Systems Optimization & Digital Enablement
- Conduct a thorough assessment of current utilization of Fleetsoft, VisionLink, and Geotab to identify gaps between available functionality and actual usage.
- Develop and execute a roadmap to unlock the full potential of each platform, ensuring the right data is being captured, workflows are configured correctly, and meaningful reports are being generated.
- Serve as the internal subject matter expert and champion for all three systems, becoming the go-to resource for questions, training, and best practices.
- Coordinate with system vendors to access training resources, support, and product updates that could benefit the organization.
- Train and support staff on proper system use to ensure consistent and accurate data entry across fleet, shop, and maintenance functions.
- Identify opportunities to integrate or better connect data across the three platforms to reduce duplication and manual reconciliation.
- Leverage system capabilities to automate reporting, maintenance scheduling, and alerts where possible, reducing reliance on manual processes.
Shop & Maintenance Coordination
- Work collaboratively with shop supervisors to bring structure to repair workflows, job costing, and work order management.
- Help establish and monitor preventive maintenance schedules to reduce unplanned downtime.
- Support repair-vs-replace decision-making by providing relevant cost and utilization data.
- Ensure maintenance records are captured consistently in Fleetsoft and kept current.
Parts Inventory
- Assist in establishing visibility over parts inventory levels, purchasing patterns, and costs.
- Identify opportunities to reduce excess inventory and improve parts procurement processes.
- Work with procurement to ensure parts availability aligns with maintenance schedules and operational demands.
Financial Performance & Reporting
- Partner with the Operational Controller to develop meaningful KPIs and reporting for the equipment division.
- Support the identification and analysis of cost drivers within the equipment function.
- Contribute to budgeting and forecasting processes related to fleet, maintenance, and shop operations.
- Help surface financial data that supports accurate internal cost allocation and ensures the equipment division is not inadvertently subsidizing other profit centers.
Process Improvement
- Assess current-state manual and paper-based processes across the equipment function and identify digitization opportunities.
- Document equipment-related processes and procedures to reduce reliance on tribal knowledge.
- Participate in continuous improvement initiatives and support the broader organizational goal of operational discipline and process maturity.
QUALIFICATIONS & EXPERIENCE
- 3-6 years of experience in equipment administration, fleet management, or a related role within construction, mining, transportation, or a similar heavy industry.
- Hands-on knowledge of heavy equipment includes familiarity with equipment types, operating characteristics, maintenance requirements, and lifecycle considerations. Experience gained through direct work in the heavy equipment industry is strongly preferred.
- Experience as a Heavy Equipment Mechanic is an asset.
- Demonstrated experience working with fleet management or equipment tracking systems; hands-on familiarity with Fleetsoft, VisionLink, or Geotab is a strong asset.
- Strong analytical and reporting skills with the ability to interpret data and communicate findings clearly to both operational and financial stakeholders.
- Experience working in environments where processes are being formalized or systems are being better utilized.
- Comfortable working cross-functionally and building collaborative relationships across departments.
- Proficiency in Microsoft Office, particularly Excel.
- Highly organized, self-directed, and capable of managing competing priorities with minimal supervision.
WHAT SUCCESS LOOKS LIKE IN YEAR ONE
- A complete, accurate fleet inventory is established and maintained in the system.
- Fleetsoft, VisionLink, and Geotab are being used to their full potential with documented workflows and trained users.
- Equipment charge-out rates are reviewed and updated to reflect actual costs.
- Basic KPIs for fleet utilization, maintenance costs, and shop performance are in place and reported on a regular cadence.
- Manual processes have been assessed and a roadmap for digitization is underway.
- The equipment division has clear visibility into its financial performance relative to other divisions.
KEY WORKING RELATIONSHIPS
This role works directly with the Sr. VP of Procurement, Equipment & Shops and maintains a close working relationship with the Operational Controller to ensure equipment data and financial reporting are aligned. The Equipment Administrator will also collaborate regularly with shop managers, and procurement staff across the organization.
Pay: $90,000.00-$130,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Vision care
Work Location: In person
