Inventory Administrative Assistant

Job Description

Job Description

F.A. Wilhelm Construction – Inventory Administrative Assistant

Empowering People to Build What Matters —that is our mission and our legacy.

For more than 100 years, F.A. Wilhelm Construction has been building the communities in which we work and live. Today, we are a company that puts People First by creating Meaningful Partnerships , making a Positive Community Impact , practicing Safety Always , and embracing a Learn-Do-Share mentality.

F.A. Wilhelm Construction is an industry leader with a family-owned culture and a commitment to doing the right things for our employees, partners, clients, and community. Our construction professionals turn conceptual—and sometimes seemingly impossible—ideas into innovative spaces where life happens.

We are looking for a dependable and detail-oriented Inventory Administrative Assistant. Is that you? If so, we want to talk to you!

Location: Indianapolis, IN

Work Arrangement: Full-time onsite. No remote or hybrid options available.

Regular, reliable, and punctual on-site attendance is essential for this position due to the time-sensitive nature of receiving, processing, staging, shipping, deliveries, pickups, and inventory support.

Responsibilities

As an Inventory Administrative Assistant, you will manage the movement of equipment from initial receipt through inventory, assignment, shipment, and confirmed delivery. By maintaining accurate records and an organized stockroom, you will help the team efficiently support employees, offices, jobsites, and other company locations.

• Receive and inspect equipment, verifying quantities, models, serial numbers, service tags, IMEI numbers, condition, and other details against purchase orders and vendor documentation. 

• Apply asset tags and accurately enter equipment information into the IT Service Desk and asset management systems before placing items into available inventory. 

• Organize and maintain the stockroom so hardware, peripherals, mobile devices, and other technology assets can be easily located, assigned, and deployed. 

• Perform routine physical inventory counts, reconcile discrepancies, monitor stock levels, and communicate replenishment needs before inventory becomes critical. 

• Stage, package, document, and ship equipment to employees, offices, jobsites, vendors, and other locations while maintaining tracking information through confirmed delivery. 

• Assist with issuing new equipment, reclaiming unused assets, and supporting cell phone inventory, assignments, activations, and deactivations. 

• Collaborate with Purchasing, Help Desk, Accounting, vendors, and internal customers to resolve receiving, equipment, shipment, and documentation issues. 

• Crosstrain to support purchasing functions, including purchase requisitions, purchase orders, invoices, procurement records, vendor communication, and department process documentation. 

Key Attributes

• Comfortable at the table with all levels of leadership 

• Collaborator 

• Integrity 

• Organized and systematic 

• Proactive problem solver with outstanding interpersonal skills 

• Commitment to excellence 

What It Takes

• Experience with receiving, inventory tracking, asset management, purchasing support, or administrative coordination is preferred. 

• Experience with purchasing processes or maintaining records in ticketing, inventory, purchasing, or asset management systems is preferred. 

• Strong organizational, communication, time-management, and problem-solving skills with close attention to detail. 

• Ability to work independently, manage multiple priorities, take initiative, and follow responsibilities through completion. 

• Availability to work full-time on-site to support receiving, inventory, staging, shipping, deliveries, and pickups. 

• Ability to regularly lift and carry equipment weighing up to 30 pounds. 

• Valid driver’s license and an acceptable driving record. 

F.A. Wilhelm offers the opportunity to support technology operations across a growing construction organization. Working at F.A. Wilhelm, you can expect:

• A competitive compensation package.

• A comprehensive benefits package to include medical, dental, vision, and 401K match. 

• Basic life insurance and short-term & long-term disability insurance is paid for by F.A Wilhelm.

• Discretionary yearly bonus program.

• A generous PTO bank.