What are the responsibilities and job description for the Administrative Coordinator position at Equip Trucking & Warehousing LLC?
Administrative Coordinator
Equip Seller | Equip Trucking & Warehousing | Bid Equip
Location: Lester, PA
Job Type: Full-Time (Monday–Friday, 7:30 AM – 4:00 PM)
Join a Growing Team
Equip Seller, Equip Trucking & Warehousing, and Bid Equip are three family-owned companies specializing in heavy equipment sales, transportation, warehousing, rigging, and online auctions. As our companies continue to grow, we're looking for an organized, energetic, and dependable Administrative Coordinator to become an important part of our office team.
This is not a typical office position. Every day is different, and you'll work closely with multiple departments to help keep our businesses running efficiently. If you enjoy staying busy, learning new skills, and helping wherever needed, we'd love to meet you.
Position Summary
The Administrative Coordinator provides administrative and customer support across our three companies. This position serves as the first point of contact for many customers while assisting with equipment listings, sales support, office organization, marketing projects, and numerous day-to-day administrative responsibilities.
This role works directly with our Office Manager and supports every department within the company.
Primary ResponsibilitiesCustomer Service
- Answer and direct incoming phone calls in a professional manner
- Welcome customers, vendors, and drivers visiting our office
- Assist customers at the front counter
- Respond to general customer questions and route inquiries appropriately
- Provide outstanding customer service both in person and over the phone
Administrative Support
- Create and maintain online equipment listings across multiple sales platforms
- Prepare customer proposals and sales documents
- Type invoices and administrative paperwork
- Scan, organize, and file both electronic and paper documents
- Maintain organized filing systems
- Assist with daily office organization and administrative projects
- Order office supplies as needed
Sales & Customer Support
- Contact customers regarding outstanding invoices and past-due balances
- Obtain billing and customer information when needed
- Assist the sales team with paperwork and documentation
- Help prepare customer files and sales packets
- Support auction administration and customer communication
- Assist with various customer follow-up projects
Operations & Marketing Support
- Schedule truck and trailer inspections
- Coordinate paperwork between departments
- Assist with marketing projects and promotional materials
- Help prepare equipment information for advertising
- Support the implementation of new office procedures and company initiatives
- Assist with special projects as assigned
Growth Opportunities
As you become familiar with our companies, you'll have opportunities to learn additional responsibilities, including:
- Becoming a Pennsylvania Notary
- Assisting with HR and onboarding paperwork
- Supporting accounting and office administration
- Assisting with online auctions
- Learning multiple aspects of our businesses
- Cross-training with various departments
What We're Looking For
The ideal candidate is:
- Friendly and professional
- Highly organized and detail-oriented
- Self-motivated with a positive attitude
- Comfortable managing multiple priorities
- Dependable and punctual
- A strong communicator
- Willing to learn new software and processes
- A team player who enjoys helping others
- Able to work independently while also collaborating with coworkers
Preferred Qualifications
- Previous office or administrative experience
- Strong customer service skills
- Experience with Microsoft Office and Google Workspace
- Excellent written and verbal communication skills
- Ability to multitask in a fast-paced environment
Heavy equipment experience is not required. We will train the right person.
A Typical Day May Include
No two days are exactly alike. On any given day, you may:
- Welcome customers and answer incoming phone calls
- Create online equipment listings with photos and descriptions
- Assist customers with invoices and paperwork
- Prepare proposals and sales documentation
- Schedule inspections and coordinate with vendors
- Support the sales, marketing, and office teams
- Help prepare for heavy equipment auctions
- Organize office files and maintain accurate records
- Work on projects that improve the efficiency of our growing companies
Why Join Our Team?
- Family-owned company with a supportive work environment
- Stable, growing businesses with long-term career opportunities
- Variety in your daily work—no two days are the same
- Opportunity to learn multiple aspects of business operations
- Opportunities for advancement as our companies continue to grow
- Work alongside experienced professionals who enjoy mentoring others
Our Ideal Team Member
We're looking for someone who takes initiative and enjoys finding ways to help. The right person won't simply wait for the next assignment—they'll look for opportunities to stay productive, improve processes, and support their teammates.
We value employees who are dependable, positive, eager to learn, and committed to helping our companies continue to grow.
If you're looking for a long-term career—not just another office job—and want to be part of a growing company where your ideas and contributions matter, we'd love to hear from you. We believe in promoting from within and creating opportunities for employees who are motivated to grow alongside our business.
Pay: $19.00 - $22.00 per hour
Benefits:
- Health insurance
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $19 - $22