Tool House Administrator

Key Responsibilities

• Work collaboratively with the Tool House Manager to support the daily operations of the Tool House.
• Cook up close 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.
• Aid 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

• A high school diploma or equivalent required; an 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.
• A 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.