Asset Coordinator
JOB DESCRIPTION
Job Responsibilities include but are not limited to:
Coordinate the daily movement, rental, tracking, and utilization of company-owned and rented equipment to ensure jobsites have the equipment required to operate while maximizing company-owned asset utilization and minimizing unnecessary rental and transportation costs. Maintain accurate equipment visibility, execute approved rental activity, and proactively coordinate equipment transfers to support operational and financial objectives.
Core Responsibilities:
- Equipment Logistics & Scheduling – Coordinate and maintain the daily equipment transportation schedule for company drivers under the direction of the Supply Chain Operations Lead. Schedule deliveries, pickups, returns, and transfers of company-owned equipment between jobsites based on equipment availability, project requirements, driver capacity, and operational priorities. Communicate schedule changes and conflicts to affected teams and escalate issues as needed.
- Asset Utilization & Tracking – Maintain accurate daily records of lift and trailer locations, assignments, availability, rental status, and utilization. Identify available or underutilized company-owned equipment and proactively coordinate transfers between jobsites to maximize asset utilization and reduce equipment downtime.
- Rental Coordination & Purchase Orders – Verify the availability of company-owned equipment before initiating or extending an outside rental. Issue rental purchase orders in accordance with established approval requirements and coordinate approved rental equipment with vendors, including orders, deliveries, extensions, exchanges, off-rent requests, returns, and pickups. Maintain accurate rental documentation and records throughout the rental lifecycle.
- Rental Cost Management – Monitor active rentals, rental duration, equipment utilization, and upcoming project requirements to identify cost-saving opportunities. Proactively coordinate the return, transfer, or replacement of rented equipment with available company-owned assets when operationally feasible. Identify unnecessary rental extensions, idle rental equipment, and other avoidable costs and coordinate corrective action with project teams and the Supply Chain Operations Lead.
- Rental Invoice Validation & Processing – Review and validate rental invoices and individual billing line items for accuracy, including rental dates, rates, equipment information, delivery and pickup charges, fuel charges, damage fees, and other applicable costs. Verify charges against purchase orders and rental records, update required coding and supporting documentation and resolve billing discrepancies with vendors prior to submission to Accounts Payable.
- Operational Coordination & Communication – Serve as the primary day-to-day coordination point between project teams, company drivers, rental vendors, Accounts Payable, and Supply Chain Operations for equipment movement and rental activity. Maintain visibility into upcoming equipment needs, scheduled moves, active rentals, and asset availability. Escalate equipment shortages, scheduling conflicts, vendor issues, excessive rental duration, or other operational concerns to the Supply Chain Operations Lead.
- Performance & Cost Accountability – Maintain accurate reporting of company-owned asset utilization, active rentals, rental duration, equipment availability, scheduled transfers, and rental activity. Identify idle assets, unnecessary rentals, overdue returns, and opportunities to reduce rental and transportation costs. Provide timely and accurate information to the Supply Chain Operations Lead to support operational planning and performance management.
Knowledge:
• High School diploma or GED is required
• Construction experience is a plus
• Administrative, logistics, or equipment coordination experience is preferred
• Knowledge of equipment rentals, logistics, transportation scheduling, purchase orders, and asset tracking practices
• Familiarity with fleet management, asset tracking, procurement, inventory management, and ERP software is preferred
Work Experience:
• Experience working in logistics, equipment rental, fleet coordination, construction operations, supply chain, or a related operational function is preferred
• Experience coordinating vendors, drivers, deliveries, pickups, or equipment movements is preferred
• Experience reviewing purchase orders, invoices, rental agreements, or other transactional documentation is preferred
• Experience maintaining accurate asset, equipment, or inventory records is preferred
• Experience working in a fast-paced environment with changing operational priorities is preferred
Skills and Competencies:
• Strong written and verbal communication skills
• Strong attention to detail and commitment to accuracy
• Strong organizational, scheduling, and prioritization skills
• Demonstrates a strong sense of urgency, ownership, and follow-through
• Ability to coordinate multiple equipment moves, drivers, vendors, and jobsite requirements simultaneously
• Ability to balance competing jobsite priorities and make cost-conscious scheduling recommendations
• Familiarity with transportation scheduling, logistics coordination, equipment rentals, and asset tracking
• Ability to review invoices, purchase orders, rental rates, and billing documentation for accuracy
• Ability to identify opportunities to maximize company-owned asset utilization and reduce rental costs
• Strong problem-solving skills and ability to respond effectively to changing jobsite requirements
• Ability to communicate professionally and effectively with project teams, drivers, vendors, Accounts Payable, and Supply Chain Operations
• Ability to identify issues, take appropriate corrective action within established authority, and escalate exceptions when necessary
Physical Requirements
• The physical demands described here are representative of those that must be made by an employee to successfully perform the essential functions of this job
• This position is in a typical office environment and regularly requires talking, hearing, and frequent use of computers, printers, and other office equipment. Occasional lifting of objects up to 50 pounds may be required
Skills Required
- High School diploma or GED
- Construction experience
- Administrative, logistics, or equipment coordination experience
- Knowledge of equipment rentals, logistics, transportation scheduling, purchase orders, and asset tracking practices
- Familiarity with fleet management, asset tracking, procurement, inventory management, and ERP software
- Experience working in logistics, equipment rental, fleet coordination, construction operations, or supply chain
- Experience coordinating vendors, drivers, deliveries, pickups, or equipment movements
- Experience reviewing purchase orders, invoices, rental agreements, or other transactional documentation
- Experience maintaining accurate asset, equipment, or inventory records
- Strong written and verbal communication skills
- Strong attention to detail and commitment to accuracy
- Strong organizational, scheduling, and prioritization skills
- Ability to coordinate multiple equipment moves, drivers, vendors, and jobsite requirements simultaneously
- Ability to review invoices, purchase orders, rental rates, and billing documentation for accuracy
- Ability to identify opportunities to maximize company-owned asset utilization and reduce rental costs
- Ability to take corrective action within established authority and escalate exceptions when necessary
What We Do
Allied Fire Protection is dedicated to protecting lives and property through expert fire protection solutions. From our corporate headquarters in Houston, we proudly serve communities across Austin, San Antonio, Laredo, the Rio Grande Valley, Dallas/Fort Worth, Tampa, and Nashville — delivering safety, reliability, and peace of mind wherever we go.
