Tool Coordinator in Everett, Washington at University Mechanical Contractors, Inc

Starting Hourly Wage: $20.67 - $31.25/hour; depending on experience

Location: Everett, WA

Classification: Non-exempt

Must be eligible to work in the U.S. - Sponsorship not available

Position Overview:

The Tool Coordinator is a systems, billing, process-control, and leadership-development role within the Tool Room. This position owns ToolWatch administration, billing rate sheet maintenance, Tool Room data quality, exception clearing, inspection coordination, and daily and weekly KPI reporting.

The Tool Coordinator serves as the primary ToolWatch trainer for Tool Room employees and acts as a ToolWatch subject matter expert for foremen, project teams, and other departments.

This is intended to be a long-term developmental role that builds capability for future Tool Room leadership.

Key Responsibilities:

• Own data administration for the Tool Room, including system accuracy, user setup, role-based training, and ongoing support.
• Maintain billing rate sheets by updating, auditing, and publishing approved rates aligned to UMC billing policy, the MCAA Equipment Rental Guide, and other approved external sources when needed.
• Identify and resolve missing rates, obsolete rates, inconsistent rates, incorrect classifications, and related electronic record issues.
• Audit data systems for asset descriptions, billing categories, job assignments, inventory status, location data, service records, and related system inputs.
• Serve as the ToolWatch subject matter expert for the Tool Room and advise the Tool Room Manager on standardized inputs across all Tool Room roles.
• Develop and maintain SOPs, job aids, training guides, and process documentation for system use, inventory management, billing, and inspection workflows.
• Deliver live ToolWatch training to Tool Room employees and provide system guidance to foremen, project teams, and other departments as needed.
• Clear exceptions, including incorrect assignments, billing errors, lost tools, inactive tools, and unresolved service records.
• Track exception backlogs daily and weekly, including trends, aging, and recurring issues.
• Coordinate annual and long-lead-time inspections for fall protection, welding equipment, electrical testing equipment, calibrated tools, and related assets.
• Manage inspection scheduling, vendor coordination, documentation, compliance tracking, and audit-ready inspection records.
• Develop, maintain, and publish daily and weekly Tool Room KPIs, using trends to identify process gaps and support continuous improvement.

Secondary Responsibilities:

• Assist with reviewing Fastenal invoices for approval.
• Prepare the monthly expense report for the Tools Department Manager.

Required Skills and Abilities:

• Intermediate proficiency with Microsoft Excel, including the ability to work with rate sheets, data sets, reports, and basic analysis.
• Proficiency with Microsoft Word and standard business applications.
• Strong data accuracy, attention to detail, and process discipline.
• Ability to learn, administer, and support inventory, asset management, ERP, or rental management systems.
• Ability to develop clear SOPs, job aids, training guides, and process documentation.
• Ability to train employees on system usage, process expectations, and role-based workflows.
• Strong customer service skills when supporting Tool Room employees, foremen, project teams, vendors, and other departments.
• Ability to manage escalations, clear exceptions, and track unresolved issues through closure.
• Ability to organize work, prioritize competing tasks, and maintain reliable daily and weekly follow-up.
• Ability to interpret system data, identify process gaps, and recommend practical improvements.
• Ability to collaborate effectively with Tool Room employees, managers, vendors, and internal business partners.

Preferred Education and Experience:

• Two or more years of experience in warehouse operations, inventory management, tool room operations, or related work.
• Experience using inventory, asset management, ERP, rental management, or similar business systems.
• Experience maintaining records, reports, rate sheets, or operational data.
• Experience training employees, documenting processes, or supporting system adoption.
• Experience in construction, mechanical contracting, warehouse operations, or tool and equipment operations preferred.

Required Licensing and Other Certifications:

• Maintain a valid driver’s license and satisfactory driving record.