Tool and Equipment Administrative Assistant

JH Kelly Tool and Equipment Administrative Assistant - Contract to Hire
Longview, WA 98632

JH Kelly is Hiring an Experienced

Tool and Equipment Administrative Assistant

to join our Field Support Team in Longview, WA

About Us: Celebrating over a century of excellence, JH Kelly, LLC is a fourth-generation family-owned construction company and a recognized industry leader. With offices in Vancouver, Longview, Seattle, Bellingham, Washington, and Milwaukie, Oregon, we specialize in commercial and heavy industrial projects. Our exceptional team, honored with national safety and quality control awards, thrives in a dynamic and family-oriented work environment. Explore our legacy, projects, and opportunities at

Summary: This position will begin as a contract role with the potential to transition into a permanent position with JH Kelly. The Tool and Equipment Administrative Assistant plays a key role in providing essential administrative support to our tool and equipment department, ensuring the efficient management of documentation. This position’s responsibilities include maintaining accurate records, coordinating equipment requests, and facilitating communication between internal and external teams.

The successful candidate is highly organized, detail-oriented, and possesses strong communication, multitasking, and problem-solving skills.

Salary Range: $20-$25 per hour (DOE), FLSA non-exempt (OT eligible).

Key Responsibilities:

• Documentation and Record-Keeping:
  Maintain detailed records of tool and equipment transactions (e.g., purchases, transfers, and disposals) using enterprise systems such as Vista and Remarcable.
• Ensure that all documentation, such as invoices, packing slips, and warranties, is accurately filed and archived.
• Coordinate billing for lost or damaged tools, ensuring accurate documentation and timely invoicing.
• Forward billing for equipment rentals to the accounting department for processing and payment.
• Administrative Support:
  Provide administrative assistance to the tool and equipment department, including scheduling meetings, managing correspondence, and organizing files.
• Assist in the development and implementation of administrative procedures and policies to streamline operations.
• Facilitate equipment transfers between departments or project sites, coordinating logistics and updating inventory records accordingly.
• Order office supplies and consumables for the tool and equipment department, maintain adequate stock levels, and track expenses.
• Assist with miscellaneous tasks and projects as assigned by departmental managers, contributing to the overall efficiency and effectiveness of operations.

Relationships:

• Maintain proactive and positive relationships within the crafts, including shop and field craft personnel.
• Foster positive relationships with customer representatives, vendors, suppliers, subcontractors, safety, CAD/BIM, accounting, IT, and all project teams.

Experience / Qualifications:

• High school diploma or GED required
• Preferred:
  Certification in business administration, supply chain management, or related field.
• Minimum of 1–3 years of administrative support role.
• Preferred:
  Experience with in tool and equipment management or a related field.

Necessary Skills:

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and Teams)
• Experience using business or inventory management software (e.g., Vista, Remarcable, or similar systems) is preferred.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Proven ability to quickly build relationships with customers via the phone and/or email.
• Excellent communication and interpersonal skills, with the ability to interact effectively with colleagues, vendors, and customers.
• Familiarity with tools and equipment commonly used in industrial or construction settings is a plus.
• Ability to work independently with minimal supervision, as well as collaboratively within a team environment.

Physical Requirements:

Physical requirements for this role primarily involve working in an office setting, with occasional tasks in a shop/warehouse…