Equipment Service/Shop Administrator (Dallas, TX) - Austin Equipment Yard

Austin Industries is one of the nation’s largest, most diversified U.S.-based construction companies. With more than 8,000 employee-owners, Austin Industries provides nearly every type of civil, commercial and industrial construction services through the expertise of our operating companies: Austin Bridge & Road, Austin Commercial and Austin Industrial.

 

Our Austin Equipment Yard has an outstanding opportunity for an Equipment Service/Shop Administrator at our equipment yard located in Southwest Dallas, Texas near Duncanville. The Equipment Service Administrator supports daily operations of the construction equipment yard by ordering parts, maintaining service records, and communicating with vendors, technicians, and supervisors. This role ensures that equipment is serviced efficiently and that required parts and materials are sourced in a timely, cost‑effective manner.

 

Responsibilities:

 

Equipment & Service Coordination

• Maintain accurate service logs, work orders, and equipment histories
• Prioritize service requests and communicate timelines to yard supervisors and field teams
• Support technicians by providing required documentation, manuals, and part specs

 

Parts Procurement & Vendor Management

• Identify, order, and manage inventory of parts, supplies, and consumables for construction equipment.
• Issuing accurate purchase orders (PO’s) including creating item codes.
• Source competitive quotes from vendors and negotiate pricing when appropriate.
• Maintain strong vendor relationships to ensure reliable supply and timely delivery.
• Reconcile packing slips, invoices, and purchase orders for accuracy.
• Monitor backorders and follow up with suppliers to prevent delays.
• Sign invoices, verify the parts received and alert technicians as soon as parts arrive.

 

Inventory & Recordkeeping

• Maintain an organized parts room, ensuring proper labeling, storage, and stock levels.
• Conduct periodic inventory counts and update databases or ERP systems.
• Track warranty claims and coordinate warranty-related repairs and parts replacement.

 

Administrative Support

• Prepare weekly and monthly reports on equipment availability, service costs, and parts usage.
• Assist with budgeting for equipment maintenance and parts procurement.
• Support compliance with safety, environmental, and operational policies.
• Perform other duties as assigned

 

Qualifications:

• 2–4 years of experience in fleet administration, equipment services, logistics, construction operations, or a related administrative/operations role
• Prior experience supporting vehicle fleet operations, equipment services, or maintenance coordination strongly preferred
• Experience working in a construction, industrial, or equipment‑intensive environment a plus
• Prior experience in parts ordering or service administration
• Basic mechanical aptitude or familiarity with equipment service terminology
• Experience with Microsoft Office, purchase order systems, and service ticket software
• Diligent in demonstrating safe work practices
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities in a fast‑paced, operational environment
• Strong communication skills to coordinate with technicians, shop labor, managers, vendors, and internal departments
• Customer‑service mindset when supporting drivers and internal stakeholders

 

Physical Requirements:

• Work indoors in an office and parts room environment, and outdoors in varying weather conditions when supporting equipment yard activities
• Ability to stand, walk, and move around an equipment yard for extended periods
• Lift, carry, push, or pull parts and materials up to 35 lbs as needed
• Bend, kneel and reach when accessing inventory shelves
• Personal protective equipment (PPE) may be required when entering yard or shop areas.

 

General Requirements:

• High school diploma or GED required; associate degree or equivalent experience preferred
• Proficiency with Microsoft Office applications (Excel, Outlook, Word) and internal tracking systems
• Proficiency with inventory or maintenance management software (CMMS/ERP)
• Shop hours are 6:30am - 5pm Monday through Friday and parts procurement may be needed any time within this timefram