Equipment Dispatcher

Job Description

Job Title: Equipment Dispatcher

Department: Equipment Department

Reports To: Equipment Manager

Location: Winter Haven, Florida 33881

FLSA Status: Non- Exempt

Job Type: Full-time; Hourly Rate (TBA)

Shift: 8-hour shift , Monday to Friday, Occasional Saturday

Summary

The Equipment Dispatcher provides essential administrative and technical support to the Equipment Manager by overseeing equipment-related operations. This includes managing maintenance schedules, handling inventory, and coordinating vehicle and equipment needs. The ideal candidate will have a strong knowledge of auto and heavy equipment parts, construction materials, and inventory systems, along with the ability to work independently. This role requires exceptional organizational skills, strong technical knowledge, and effective communication to coordinate between departments, vendors, and field operations.

Essential Duties And Responsibilities

• Administrative Support:
• Build and analyze spreadsheets to help track performance and downtime of equipment between dealerships
• Approve recurring monthly invoices accurately.
• Maintain equipment schedules in Tenna, ensuring timely services and inspections.
• Assist with vehicle registration, title work, and coordination of fleet-related paperwork.
• Manage and update spreadsheets, master lists, and weekly production reports.
• Inventory Management:
• Order parts and schedule services/repairs as needed.
• Keep stock orders up to date with fuel truck drivers and pressure washing trucks.
• Conduct regular inventory assessments at HQ.
• Coordination and Communication:
• Dispatch repairs from inspection sheets and repair requests from the field.
• Communicate with superintendents about rental equipment and other equipment-related matters.
• Collaborate cross-departmentally to streamline processes and solve problems effectively.
• Logistical Support:
• Assist with the delivery and pick-up of vehicles from the shop.
• Travel to vendors or other company locations as required.
• Technical Support:
• Generate idle and production reports using Tenna.
• Maintain knowledge of parts ordering and provide backup support to the Equipment Manager.
  

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Minimum of 3 years in equipment administration, preferably in construction or a related industry.
• Proficient in MS Office Suite (Excel, Word, Outlook).
• Familiarity with inventory management systems, especially Tenna.
• Knowledge of construction materials and equipment
• Ability to work independently and manage multiple tasks simultaneously.
• Knowledge of construction materials, particularly those used in underground utility, sitework, and earthwork projects.
• Working knowledge of inventory management software.
  
  

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to lift and carry materials weighing up to 50 pounds.
• Frequent standing, walking, bending, and reaching.
• May be asked to travel to visit vendors or different company locations.
• Prolonged periods of computer work.
  
  

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work occurs primarily at headquarters.
• Exposure to outdoor conditions when handling equipment or inspecting inventory.
• PPE required during site visits.
• Use of personal protective equipment (PPE) as required.
• Typical working hours are 7:00 am – 5:30 pm (40-50 hours per week), with occasional overtime as needed to meet project deadlines and inventory demands.
  
  

Benefits

• Health, vision, dental, and life insurance.
• 401K retirement
• Competitive hourly wages
• Paid weekly
• Direct deposit.
• PTO
  
  

Company Culture: Join a fun, family-oriented company that prioritizes internal growth and offers opportunities to build a rewarding career. We foster a supportive environment where you can create a better future for yourself.