Tooling Administrative Assistant

About the role

The Tooling Administrative Assistant supports the tooling department at MP Systems, Inc., focusing on administrative, organizational, and operational tasks such as managing field requests, maintaining tooling records, coordinating tool inventory activities, supporting purchasing processes, tracking tool maintenance schedules, and ensuring accurate documentation.

Responsibilities

• Manage field requests from submission to closure, including tracking progress and maintaining supporting documentation.
• Maintain accurate tooling databases, records, and filing systems.
• Prepare reports, spreadsheets, and documentation related to tooling operations.
• Schedule meetings, coordinate departmental communications, and maintain calendars.
• Aid in data entry and document control activities.
• Track tooling inventory levels and usage.
• Monitor tool check-in/check-out processes.
• Maintain inventory records and reconcile discrepancies.
• Absorb periodic physical inventory counts and audits.
• Create and process purchase requisitions and purchase orders for tooling and related supplies.
• Communicate with vendors regarding pricing, availability, and delivery schedules.
• Track orders and ensure timely receipt of tooling and components.
• Maintain vendor contact information and purchasing documentation.
• Monitor preventive maintenance schedules for tooling and equipment.
• Cook up calibration and repair activities with internal departments and external service providers.
• Maintain maintenance and calibration records.
• Ensure compliance with company and quality system requirements.
• Generate tooling utilization, inventory, and maintenance reports.
• Aid in updating tooling procedures, work instructions, and standard operating procedures.
• Support audits by providing required documentation and records.
• Ensure document accuracy and revision control.
• Collaborate with manufacturing, engineering, maintenance, and quality departments.
• Aid in tooling-related projects and continuous improvement initiatives.
• Support onboarding and training documentation for tooling processes.

Requirements

• High School diploma or equivalent required.
• Associates degree in Business Administration, Supply Chain, Manufacturing, or related field preferred.
• 2+ years of administrative support experience, preferably in a manufacturing, tooling, or industrial environment.
• Experience with inventory management and purchasing processes preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with ERP, MRP, or inventory management systems preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Problem-solving and analytical skills.

Qualifications

• Office environment, requiring sitting and standing and extended amounts of time using a computer/keyboard at a single workstation.