Project Equipment Coordinator at Alliance Integrated Solutions – Pembroke, North Carolina

COMPANY OVERVIEW
Alliance Integrated Solutions NC, Inc. (AIS) is a disaster response contractor specializing in debris removal, waterway restoration, and environmental remediation. We provide FEMA-compliant solutions for government agencies and private clients across the Southeast.

POSITION SUMMARY
The Project Equipment Coordinator serves as the central control point for all equipment maintenance and repair requests across AIS project operations. This office-based role is responsible for capturing, prioritizing, scheduling, and routing all maintenance work, ensuring that requests flow through a structured process rather than directly to mechanics. By managing intake, triage, and cross-functional coordination, this role enables mechanics to focus on execution while keeping project teams, Operations-Logistics (OL), Operations-Project (OP), and leadership informed on equipment status and repair timelines. This is a non-supervisory position with no authority to perform repairs, conduct data entry, or manage parts inventory directly.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Intake & Work Control
• Serve as the single point of intake for ALL maintenance and repair requests received from project teams (wet debris and other projects), supervisors, and leadership
• Enforce the work request process to ensure no maintenance requests bypass the coordinator and go directly to mechanics
• Review and validate incoming requests for completeness, urgency indicators, and equipment identification before routing
• Maintain a real-time, accurate log of all open, pending, and recently closed maintenance requests

Prioritization & Scheduling
• Evaluate and prioritize all maintenance and repair work based on safety risk and project production impact
• Build and maintain the maintenance schedule in coordination with OL and OP to align equipment availability with project demands and project impacts
• Adjust priorities and scheduling dynamically in response to equipment failures, project changes, or emergent safety issues
• Communicate scheduling decisions and any changes to affected project teams and field leadership

Workflow Coordination
• Route approved and prioritized work orders to the appropriate mechanic(s) for execution
• Direct part needs to the Supply Clerk to ensure materials are procured and staged ahead of scheduled work
• Coordinate with the Administrative Assistant to ensure work orders are entered, updated, and tracked accurately in the maintenance system
• Maintain continuous visibility over all active work and identify bottlenecks or delays before they impact operations

Communication Hub
• Ensure the equipment maintenance and repair system (e.g., Fleetio) reflects accurate and current status of all AIS equipment at all times
• Provide regular updates to project teams, OL, OP, and leadership on repair status, equipment availability, and anticipated return-to-service timelines, escalation risks and urgent issues
• Manage stakeholder expectations around repair timing, prioritization decisions, and resource constraints
• Escalate critical equipment failures, safety-related issues, or capacity constraints to the Field Logistics Coordinator and leadership without delay

SCOPE LIMITATIONS – WHAT THIS ROLE DOES NOT DO
To preserve clear functional boundaries within the maintenance team, this position does not:
• Perform, assist with, or direct hands-on equipment repairs or mechanical work
• Conduct administrative data entry or manage work order documentation in maintenance tracking systems
• Directly manage, order, or maintain parts inventory or supply stock

QUALIFICATIONS
Required:
• High school diploma or GED; Associate or Bachelor degree in logistics, operations management, or a related field preferred
• 2–4 years of experience in operations coordination, logistics, dispatch, or a maintenance support environment
• Demonstrated ability to triage competing demands and make sound prioritization decisions under pressure
• Strong verbal and written communication skills with experience interfacing across multiple operational teams
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and familiarity with fleet or maintenance management systems
• Ability to pass background check and, where applicable, drug and alcohol screening

Preferred:
• Experience with fleet management or CMMS software (e.g., Fleetio, eMaint, or similar)
• Background in disaster response, debris removal, construction, or heavy equipment operations
• Familiarity with FEMA project operations and documentation standards

I-9 Verification:
• Must be legally authorized to work in the United States and able to provide documentation establishing identity and employment eligibility as required by Form I-9, without sponsorship

KNOWLEDGE, SKILLS, AND ABILITIES
• Strong decision-making skills with the ability to assess competing priorities quickly and act decisively
• Excellent cross-functional communication skills; able to convey technical status and priorities clearly to both field and leadership audiences
• Skilled at managing multiple concurrent demands without losing visibility over the full workload
• Process-oriented with a commitment to maintaining structured workflows and controlling work intake
• Proactive in identifying and resolving coordination gaps before they create operational delays
• Calm and effective under pressure during high-tempo disaster response activations

PHYSICAL DEMANDS AND WORK ENVIRONMENT
• Primarily office-based with standard computer and phone use
• Occasional visits to field sites, equipment yards, or repair facilities to assess status or support coordination
• May work extended or irregular hours during active disaster response activations
• Fast-paced work environment with frequent interruptions and shifting priorities requiring sustained focus and adaptability

COMPENSATION AND BENEFITS
• Competitive hourly wage based on experience
• Overtime compensation for hours worked over 40 per week, in accordance with

FLSA
• Medical, dental, and vision insurance
• 401(k) retirement savings plan
• Paid time off and holidays

EQUAL EMPLOYMENT OPPORTUNITY
Alliance Integrated Solutions NC, Inc. is an equal opportunity employer. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, age, or any other protected class under applicable federal, state, or local law.

DISCLAIMER
This position description describes the general nature and level of work performed. It is not an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or remove duties as business needs require. Employment with AIS is at-will and may be terminated by either party at any time.