Tool House Administrator

Job Description

Job Description

Benefits:

• Health insurance
• Profit sharing
• Training & development
• Vision insurance
• Wellness resources
• Company parties
• Dental insurance

Job Title: Tool House Administrator

Job Summary

The Tool House Administrator plays a vital role in supporting the daily operations of the Tool House by working closely with the Tool House Manager, Equipment Mechanics, and company Drivers. This position is responsible for coordinating administrative functions, maintaining accurate records, tracking company tools and equipment, and ensuring the efficient flow of assets to support HVAC field operations. The Tool House Administrator serves as a key point of communication between the Tool House team and field personnel, helping to ensure that tools, equipment, and vehicles are available, properly maintained, and accurately documented.

Key Responsibilities

• Work collaboratively with the Tool House Manager to support the daily operations of the Tool House.
• Coordinate closely with Equipment Mechanics regarding equipment maintenance schedules, repairs, inspections, and service documentation.
• Partner with company Drivers to schedule and track the delivery and pickup of tools, equipment, and materials to and from job sites.
• Manage the issuance, return, and tracking of company tools, equipment, and assets.
• Maintain accurate inventory records using inventory management software and company databases.
• Conduct routine inventory counts and reconcile discrepancies.
• Monitor the condition of tools and equipment, documenting damage and coordinating repairs or replacements with the Equipment Mechanics.
• Maintain inventory of consumables, personal protective equipment (PPE), and commonly used HVAC tools and supplies.
• Prepare tools and equipment for new employees, project mobilizations, and technician assignments.
• Assist with purchasing requests and coordinate with vendors for tool and equipment procurement.
• Ensure all tools and equipment comply with company safety standards and applicable regulations.
• Maintain organized storage areas that promote efficiency, accountability, and workplace safety.
• Track employee tool assignments and maintain accurate asset records.
• Prepare inventory, maintenance, and asset utilization reports for management.
• Support company asset audits and assist in implementing Tool House procedures and best practices.
• Foster effective communication among the Tool House Manager, Equipment Mechanics, Drivers, warehouse personnel, project managers, and field technicians to ensure operational efficiency.

Qualifications

• High school diploma or equivalent required; associate degree or technical certification preferred.
• Two to five years of experience in inventory control, warehouse operations, tool room administration, or asset management.
• Experience within the HVAC, construction, mechanical contracting, or industrial industries preferred.
• Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Valid driver's license preferred.

Knowledge, Skills & Abilities

• Strong organizational and administrative skills with exceptional attention to detail.
• Ability to work effectively as part of a collaborative team.
• Knowledge of HVAC tools, equipment, materials, and maintenance practices.
• Strong communication and interpersonal skills.
• Ability to coordinate multiple priorities in a fast-paced environment.
• Basic mechanical aptitude and understanding of equipment maintenance processes.
• Proficiency in recordkeeping, inventory management, and data entry.
• Ability to lift up to 50 pounds and work in a warehouse or tool room environment.
• Commitment to safety, accountability, and continuous improvement.

Working Conditions

• Primarily works in a warehouse and Tool House environment.
• Frequent standing, walking, bending, and lifting.
• Regular interaction with technicians, Equipment Mechanics, Drivers, warehouse personnel, and management.
• Occasional exposure to varying weather conditions, noise, dust, and mechanical equipment.
• May require occasional overtime to support operational needs.

Performance Expectations

• Maintain accurate inventory and asset records.
• Support seamless daily Tool House operations through effective coordination with the Tool House Manager, Equipment Mechanics, and Drivers.
• Minimize tool loss and equipment downtime through proactive tracking and communication.
• Ensure timely availability of tools and equipment for field personnel.
• Maintain a clean, organized, and safe Tool House.
• Demonstrate professionalism, teamwork, and excellent customer service when supporting both internal departments and field employees.