Equipment Coordinator

Equipment Coordinator

Organization: Leveling the Fields

Commitment: 2–4 hours per week (heavier before and during program launches)

Reports to: Programs Committee Chair

Works Closely With: Executive Director, Coaching Coordinator, Programs Team

Position Overview

The Equipment Coordinator manages all program equipment for Leveling the Fields. This role owns inventory tracking, equipment kits, seasonal planning, and equipment rotation to ensure every program has the right supplies, on time and in good condition.

This role owns equipment readiness.

Core Responsibilities

Inventory Management

• Maintain a complete and up-to-date inventory of all program equipment.
• Track equipment by sport, school, and program cycle.
• Monitor condition, losses, and replacement needs.

Seasonal Planning & Ordering

• Identify equipment needs for each upcoming season and program.
• Communicate ordering recommendations (what and when) to the Executive Director in advance of each season.
• Coordinate timelines to ensure equipment arrives before programs begin.

Equipment Kits & Distribution

• Assemble sport-specific equipment kits for each program site.
• Ensure kits include all required supplies and are labeled by school and sport.
• Coordinate equipment distribution and return with coaches and program staff.

Equipment Rotation & Storage

• Manage rotation of equipment between programs and schools to maximize use.
• Track which equipment is in use, in storage, or scheduled for the next program.
• Coordinate storage organization and access.

Program Support & Wrap-Up

• Support coaches with equipment-related questions or needs during programs.
• Collect and inspect equipment at program end.
• Update inventory and flag restock or replacement needs.

Task Ownership (Clear Lines)

Equipment Coordinator OWNS:

• Equipment inventory and tracking
• Equipment kits and readiness for each program
• Rotation and reuse of equipment
• Communication of equipment needs to leadership

Equipment Coordinator COLLABORATES WITH:

• Executive Director: equipment purchasing and budget alignment
• Programs Chair: program schedules and sport needs
• Coaching Coordinator: coach equipment requirements and feedback
• Community Engagement Chair: equipment needs for clinics or special events (as applicable)

Equipment Coordinator DOES NOT OWN:

• Purchasing approval or budget decisions
• Program scheduling
• Fundraising or in-kind solicitation (provides needs only)
• Storage contracts or facilities

Qualifications

• Strong organizational and inventory management skills.
• Detail-oriented and reliable.
• Comfortable tracking physical assets and timelines.
• Able to lift and transport equipment as needed (preferred).
• Interest in youth sports or operations support.

Success Looks Like

• Every program starts with complete, ready-to-use equipment kits.
• No last-minute equipment shortages.
• Clear visibility into inventory and future needs.
• Efficient reuse and rotation of equipment across programs.