Shop Operations Coordinator

Job Description

Job Description

We are seeking for dedicated individual for an Assistant to our Shop Manager, to assist with overseeing the operations of our equipment maintenance and repair shop. Based in Chagrin Falls, OH, this role is vital in ensuring the efficiency, safety, and readiness of our heavy machinery.

Responsibilities

Equipment Maintenance and Repair

Oversee preventive maintenance schedules and routine inspections within HCSS Equipment360 (E360) software to reduce downtime.

Enter and maintain equipment information within E360 and company systems.

Maintain accurate repair records and electronic data logging for maintenance activities.

Work Orders and Service Coordination

Create, process, and track Work Orders (W/O's) for maintenance and repair activities.

Provide general coordination between shop personnel, vendors, and field operations.

Assist with planning and participating in service meetings to prioritize equipment needs and shop workload.

Parts Inventory and Procurement

Track and maintain inventory levels, ensuring adequate stock of essential parts.

Source and procure parts, including obtaining quotes and coordinating purchasing activities.

Collaborate with vendors to negotiate pricing and delivery schedules.

Maintain accurate inventory, procurement, and vendor records.

Fleet Management and Telematics

Assist with fleet management activities including asset tracking and performance monitoring.

Utilize Quartix telematics system for vehicle tracking, reporting, and utilization monitoring.

Manage alerts and notifications related to equipment health, service intervals, and fleet performance.

Compliance, Permitting, and Asset Administration.

Assist with FMCSA (DOT) compliance requirements related to company vehicles and equipment.

Coordinate vehicle registrations, titles, license plates, apportioned registrations (IRP), and related documentation.

Maintain and renew International Fuel Tax Agreement (IFTA) registrations and supporting records.

Coordinate annual inspections, DOT inspections, emissions testing, and other required regulatory inspections.

Obtain, process, and maintain oversize/overweight permits for equipment and material transportation.

Research permit requirements and restrictions across multiple states and jurisdictions.

Submit permit applications and coordinate approvals with state DOTs, municipalities, counties, and regulatory agencies.

Monitor permit expiration dates and ensure timely renewals of permits, registrations, licenses, and certifications.

Track permit costs and maintain documentation for billing, reporting, and project cost allocation

Coordinate with project managers, superintendents, dispatch personnel, and regulatory agencies to ensure all permit requirements are met prior to mobilization.

Maintain equipment ownership documents, warranties, insurance certificates, and compliance records.

Maintain organized records of permits, registrations, inspections, compliance documentation, warranties, and insurance records to ensure regulatory and company compliance.

Monitor regulatory changes affecting fleet operations and communicate compliance requirements to management.

Assist with audits, compliance reviews, and documentation requests from regulatory agencies and insurance providers.

Shop Operations and Workflow Optimization

Optimize shop workflows to ensure efficient repair turnaround times.

Monitor and report on repair costs, identify areas for cost reduction, and operational improvement.

Assist with implementing process improvements related to fleet and shop operations.

Maintain clear communication between operations, shop personnel, and leadership.

Qualifications

• Knowledge of heavy construction equipment mechanics and repair procedures.

• Strong understanding of shop operations, fleet management, inventory control, and procurement processes.

• Familiarity with Equipment360 (E360), Foundation, Quartix, or similar fleet management software preferred.

• Understanding DOT/FMCSA compliance requirements is a plus.

• Strong communication and problem-solving skills.

• Ability to work under pressure and meet deadlines.

• Proficiency in computer skills and data entry systems.

Benefits

• 401(k) with company match

• Dental, Vision, and Health Insurance

• Paid Time Off (PTO)

• Potential bonus based on financial metrics

Company Description

W3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.

We’re proud of the investments we’ve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.

Our Services
W3Global understands the natural ups and downs of an organization’s staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.

We specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.

We are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.

Our Expertise
W3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your company’s unique needs.

As a W3Global client, you’ll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.

Company Description

W3Global was established in 2006 in Fremont, CA with a vision: simplify the recruiting process and develop an industry-disrupting platform to connect candidates with clients. Our cutting-edge Applicant Tracking System enables us to find the right person for the right job, creating value for job seekers and employers. While W3Global initially focused on IT staffing, we have expanded the business to serve many other industries, including accounting and finance, legal, engineering, human resources, government and more.\r\n\r\nWe’re proud of the investments we’ve made in our team, having grown from four to 1000 employees and evolving into one of the leading recruitment and staffing solution providers in the industry. Our recruiters and account managers are passionate about connecting qualified professionals with the right positions in small, medium, and large companies.\r\n\r\nOur Services\r\nW3Global understands the natural ups and downs of an organization’s staffing needs. We are continuously adapting to industry and economic changes to find the right candidates.\r\n\r\nWe specialize in placing permanent, direct, contract, and temporary positions for companies of any size. Our recruiting services include sourcing, recruiting, screening, interview management, salary negotiations, training, and onboarding.\r\n\r\nWe are committed to helping organizations redefine their recruitment process by delivering our SaaS-based proprietary application tracking system software.\r\n\r\nOur Expertise\r\nW3Global has been delivering staffing solutions for nearly two decades; we know which recruiting strategies work best. Our expert team is committed to developing a customized solution to fit your company’s unique needs.\r\n\r\nAs a W3Global client, you’ll also receive personalized assistance from a seasoned team of staffing specialists. We are committed to providing both technical support and industry expertise to simplify the hiring process. We know that your time matters. W3Global will help you streamline the hiring process, getting it done and getting it right.