Equipment Coordinator
About Griffin Fluid Management
Founded in 1934 and headquartered in Houston, Texas, Griffin Fluid Management is an industry leader in dewatering, groundwater control, fluid management, specialized pump rental, pipeline hydro testing, water treatment, and temporary pumping solutions. We serve large civil, infrastructure, industrial, power, and commercial construction projects with distinctive design, engineering, permitting, and system installation services, backed by an extensive fleet of specialized pumps and equipment.
We are guided by an unwavering commitment to our core values and a culture of continual process improvement. Our success depends on empowered, knowledgeable, experienced, dedicated, and valued employees who build lasting relationships with clients and stakeholders through integrity, respect, and performance.
Role Overview
As an Equipment Coordinator, you'll be the backbone of our rental operations, supporting the overall rental effort with a focus on incoming calls, rental contract generation, and rental equipment maintenance. You'll work collaboratively across departments to ensure seamless equipment availability, accurate documentation, and exceptional customer service. This role offers the opportunity to develop expertise in fleet management, customer relations, and operational coordination within a growing industry leader.
Key Responsibilities
- Monitor rental equipment to maximize utilization in cooperation with branch management
- Manage start and stop dates on all rental contracts to ensure accurate billing and tracking
- Maintain equipment hours within the ERP system with precision and attention to detail
- Coordinate and communicate equipment availability and repair status across departments
- Maintain utilization spreadsheets to report accurate, real-time equipment availability
- Communicate daily with the Service Department regarding equipment availability and repair status
- Generate repair orders and communicate with customers regarding repair bills and timelines
- Oversee purchase orders for sub-rentals and freight logistics
- Coordinate and track rental drivers for equipment deliveries and pickups while maintaining accurate rental logs
- Create and manage rental agreements from initiation through completion
- Obtain and maintain current certificates of insurance from all customers
- File and organize insurance documentation in accordance with company standards
- Arrange preventative and corrective service maintenance for rental equipment
- Review all rental contract-related reports in coordination with branch management
- Partner with service and sales departments to process post-rental charges and adjustments
- Add and update rental item codes in the ERP system
- Facilitate equipment transfers from Sales to Rental fleet
- Assist Accounts Payable with discrepancy resolution in sub-rental invoices
- Oversee proper receiving and documentation of RPO/CVO fleet in the ERP system
- Collaborate with the Fleet Manager to provide equipment availability and specification information
- Communicate with other branch locations regarding equipment moves and tracking
- Assist with creating customized rental reports for customers as requested
- Maintain and review all paperwork related to deliveries and shipments
- Initiate repair orders on all returned rental equipment
- Document damaged equipment as advised by the service team
- Support parts inventory management as needed by the service team
- Purchase and receive parts on behalf of the service team
- Maintain records of all branch-level test certifications and compliance documentation
- Perform additional duties as assigned by management to support overall team success
Required Qualifications
- High School Diploma or equivalent
- Previous experience in a sales, customer service, or administrative environment
- Proven ability to build and maintain positive relationships with staff and customers
- Professional phone demeanor and customer-facing communication skills
- Strong written and oral communication abilities
- Ability to self-organize, prioritize multiple tasks, and work independently
- Intermediate computer skills including proficiency in Microsoft Word, Excel, and data entry
- Attention to detail and accuracy in documentation and record-keeping
Nice-to-Have Skills
- Experience with ERP systems or rental management software
- Familiarity with the equipment rental or construction industry
- Knowledge of fleet management or logistics operations
- Experience coordinating deliveries or managing logistics
- Bilingual capabilities
Physical Demands
The Equipment Coordinator role involves the following physical requirements:
- Ability to occasionally push or pull up to 50 pounds
- Adequate hearing and vision abilities to perform job duties effectively
- Ability to tolerate prolonged sitting and standing throughout the workday
- Comfortable working in an office and warehouse environment
- Ability to move about the facility to coordinate equipment and communicate with team members
What We Offer
- Competitive compensation package
- Comprehensive health, dental, and vision insurance coverage
- Health Savings Account (HSA)
- Short- and Long-Term Disability Insurance
- 401(k) retirement plan with company match
- Generous Paid Time Off and Company Holidays
- Opportunity for professional growth and development within a growing company
Ready to Join Our Team?
If you're organized, detail-oriented, and excited about supporting our rental operations, we'd love to hear from you! Apply today to become part of the Griffin Fluid Management team in Greeley, Colorado.
