Equipment manager

The Equipment Manager is responsible for overseeing the life cycle, utilization, and condition of company-owned equipment across assigned locations. This role ensures that tractors, trailers, and other fleet assets are maintained, deployed, tracked, and documented in compliance with company standards, operational requirements, and regulatory guidelines. The Equipment Manager supports terminal operations, maintenance, and dispatch teams to ensure equipment readiness and availability to meet business needs.

Summary of Essential Job Functions

Equipment Oversight & Inventory Management

• Manage the inventory, availability, and physical condition of tractors, trailers, and other fleet equipment.
• Track and maintain accurate records of asset assignments, location transfers, VINs, registrations, and titles.
• Ensure equipment availability aligns with dispatch, planning, and terminal requirements.
• Coordinate with procurement and fleet services to support acquisitions, decommissions, and replacements.

Maintenance & Compliance Support

• Partner with maintenance teams to monitor inspection schedules, repair needs, and downtime tracking.
• Ensure all equipment meets DOT, OSHA, and EPA compliance standards and documentation requirements.
• Coordinate out-of-service notifications and bring assets back to readiness efficiently.
• Maintain audit-ready records for inspections, PM schedules, repairs, and certifications.

Reporting & Analytics

• Monitor and report on fleet utilization, asset aging, idle equipment, and service cycles.
• Analyze trends in equipment repair history, fuel efficiency, and asset allocation to optimize performance.
• Support capital planning by contributing insights into equipment replacement timelines and costs.

Operational Coordination

• Collaborate with terminal managers, dispatchers, and drivers to assign and rotate equipment as needed.
• Act as the central point of contact for equipment-related issues and escalations.
• Participate in facility and operational meetings to align equipment availability with business goals.

Process Improvement

• Implement and enforce standardized processes for equipment tracking and documentation.
• Recommend improvements in equipment management systems and operational practices.
• Support onboarding and training for staff on equipment procedures, systems, and compliance protocols.

Core Competencies

Accountability & Ownership

• Takes responsibility for the accuracy, readiness, and condition of all assigned equipment.
• Ensures timely resolution of issues and maintains high standards in documentation and follow-up.

Safety & Compliance Focus

• Supports a safety-first culture by ensuring fleet assets meet regulatory and operational standards.
• Actively monitors for potential compliance gaps and addresses them proactively.

Communication & Collaboration

• Works effectively across departments to align equipment strategy with operational needs.
• Provides timely updates and clear instructions to internal stakeholders.

Operational Execution

• Delivers consistent results in equipment readiness, inventory accuracy, and downtime reduction.
• Drives process consistency and reliability across locations.

Continuous Improvement

• Seeks ways to improve asset utilization, reduce waste, and support long-term equipment strategies.
• Contributes ideas and solutions that enhance productivity and reduce costs.

Business Acumen

• Understands how equipment impacts operational throughput, customer service, and profitability.
• Balances short-term asset needs with long-term capital planning goals.

Requirements

Required Skills and Qualifications

• Minimum 3+ years of experience in equipment or Asset Management within Transportation or Logistics.
• Familiarity with DOT regulations, FMCSA compliance, and fleet maintenance best practices.
• Strong organizational and recordkeeping skills; attention to detail is critical.
• Experience working with equipment tracking systems and maintenance software (e.g., TMT, Samsara, or equivalent).
• Ability to work cross-functionally with operations, safety, and maintenance teams.
• Proficient in Microsoft Excel, database tools, and asset reporting platforms.
• Valid driver's license; CDL preferred but not required.
• Willingness to travel to assigned terminals or yard locations as needed.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.