White Water Management

Equipment Support Administrator

LocationGrande Prairie, AB
Job TypeFull-time

About This Job

Whitewater Management is looking for an Equipment Support Administrator to join our team, based out of our Grande Prairie Depot. This role is responsible for managing rental equipment logistics, vendor coordination, financial oversight, and administrative support for our operations. The ideal candidate will have strong Microsoft Office Suite skills, experience in rental equipment management, and the ability to work collaboratively with multiple stakeholders.


Key Responsibilities:


Equipment Management & Tracking

Maintain the location and status of all rental equipment.
Transfer rental equipment to proper locations in Aimsio and update records.
Track and log rental details, including vendor, cost, and purchase orders.
Coordinate start and stop times with vendors to ensure accurate billing.
Follow up on missing rental equipment and work with vendors on retrieval or payout options.
Work with field personnel to manage Material Transfer Paperwork.

Cost Control & Financial Oversight

Coordinate with Project Managers to get cost estimates for rental equipment for bids.

Support Project Managers by providing insights on equipment supply and pricing.
Monitor and adjust rental rates to ensure they cover costs.
Negotiate pricing with rental vendors to optimize cost savings.
Approve and audit rental invoices against contract terms.
Track cost savings and credits in a spreadsheet and ensure credits are utilized.
Conduct periodic field ticket audits with dispatch to verify billing accuracy.
Send weekly rental cost reports to the CEO and Canadian Operations Manager.

Vendor & Stakeholder Coordination

Update Project Managers on rental agreements, terms, and costs.

Work with the Shop Hand Lead on material transfers.
Add new rental equipment to Aimsio, ensuring pricing accuracy.
Qualifications & Skills:

Minimum 2+ years of experience in equipment administration, procurement, or a related field.
Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint, etc.) is required.
Experience using Aimsio, Workhub, and SiteDocs is an asset.
Strong organizational skills and attention to detail.
Ability to negotiate pricing and manage vendor relationships.
Excellent communication and problem-solving skills.
Experience in the oil & gas, construction, or industrial sectors is a plus.

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