Job Description
Job Description: Equipment Administrator - Oil & Gas Facilities Construction
Reports To / Location
Reports To: Director of Field Services
Location: Combination of equipment yard, warehouse, and office
Position Summary
The Equipment Administrator supports the control, tracking, documentation, and coordination of construction equipment, rental items, and related assets for oil & gas facility projects. This role helps maintain equipment and rental records, schedules assignments, coordinates maintenance and inspections, tracks utilization and availability, manages rental documentation and vendor coordination, and supports compliance reporting to help ensure equipment is ready, documented, and available for field and project operations.
Key Responsibilities
Equipment & Rental Tracking
Maintain accurate records of equipment assignments, transfers, returns, utilization, availability, and rental status.
Manage rental items, including tracking rental start and end dates, usage, returns, extensions, and supporting documentation.
Update equipment logs, rental records, usage records, and system data to support asset visibility and compliance.
Supporting detail or sub-responsibility.
Scheduling & Allocation
Coordinate equipment scheduling and support timely allocation of company-owned and rental equipment to field, warehouse, and project teams.
Supporting detail or sub-responsibility.
Vendor & Cross-Functional Coordination
Coordinate with rental vendors regarding equipment requests, deliveries, pickups, invoices, and service issues.
Coordinate with maintenance, warehouse, field supervision, procurement, and vendors regarding equipment needs, repairs, rentals, and availability.
Supporting detail or sub-responsibility.
Maintenance, Inspections & Compliance
Track maintenance, inspections, certifications, and service intervals for equipment, rental items, and related assets.
Help ensure equipment and rental documentation, inspections, certifications, and agreements are current and properly filed.
Follow company procedures for equipment accountability, rental control, safety, and documentation management.
Supporting detail or sub-responsibility.
Reporting & Audits
Support inventory counts, audits, and reconciliation of equipment records, rental logs, and asset tags.
Monitor overdue returns, missing equipment, open rental periods, and documentation gaps, and escalate issues as needed.
Prepare and maintain reports related to equipment utilization, rental costs, downtime, maintenance status, and asset tracking.
Supporting detail or sub-responsibility.
Minimum Qualifications
High school diploma or GED required; additional administrative, technical, or equipment-related training is a plus.
2-5 years of experience in equipment administration, rental equipment coordination, asset tracking, warehouse administration, inventory control, or equipment coordination.
Experience maintaining records for equipment, rental items, assets, inventory, or maintenance activities.
Basic understanding of construction equipment, mobile equipment, tools, rental processes, or field support assets.
Strong organizational skills, attention to detail, and ability to maintain accurate logs, schedules, rental records, and documentation.
Preferred Qualifications
Proficiency in Microsoft Office and inventory, ERP, CMMS, rental tracking, or asset tracking systems.
Experience in oil & gas, EPC, construction, industrial, or field service environments.
Familiarity with preventive maintenance tracking, inspection documentation, equipment certification records, or rental agreements.
Experience with barcode, asset tagging, digital inventory, equipment management, or rental management systems.