Role Definition

PYA Equipment Manager

The Equipment Manager oversees PYA-owned equipment across programs. This role focuses on organization, distribution, tracking, and readiness so teams have what they need on time—while protecting PYA assets and keeping processes consistent year to year.

Purpose Responsibilities Boundaries

Purpose of the Role

The Equipment Manager ensures PYA equipment is available, functional, and accounted for. The goal is to support teams and events with dependable gear while maintaining a clear system for checkout, return, storage, and replacement planning.

Primary Responsibilities

1) Inventory & Asset Tracking

Maintains an inventory list of PYA-owned equipment (by program/field as applicable)
Tracks condition and identifies equipment nearing end of life
Helps reduce loss by using consistent labeling and tracking methods

2) Distribution & Returns

Coordinates equipment handoff to coaches and program leads at the start of season
Uses a clear check-out/return process to confirm responsibility
Collects and verifies returns at season end and after tournaments/events

3) Storage, Organization & Readiness

Organizes equipment storage areas so items are easy to find and re-stock
Ensures equipment is stored safely and protected from damage
Supports “ready-to-go” kits for events (bases, chalk, rakes, etc.) as assigned

4) Equipment Condition & Safety

Flags unsafe or damaged equipment that should be repaired or removed from use
Coordinates with the appropriate lead for repairs, replacements, or vendor support
Supports basic standardization (sizes/field needs) to reduce confusion

5) Purchasing Support & Budget Awareness

Recommends equipment purchases and replacements based on inventory needs
Provides cost estimates and quantities for board/Treasurer approval
Helps prevent duplicate purchases by maintaining accurate records

6) Event & Tournament Support

Helps ensure fields and events have required equipment available and staged
Coordinates special equipment needs for tournaments (extra bases, chalk, liners, etc.)
Supports post-event checks to ensure equipment returns to storage properly

Role Boundaries

The Equipment Manager does not set policy, approve spending alone, or manage team operations. Purchases and major decisions follow board/Treasurer approvals. Coaches are responsible for the proper use and timely return of equipment issued to their team, while the Equipment Manager maintains the system and escalates issues through established channels.