Tooling Administrative Assistant

Role, Function & Organization  

The Tooling Administrative Assistant provides administrative, organizational, and operational support to the tooling department. This role is responsible for maintaining tooling records, coordinating tool inventory activities, supporting purchasing processes, tracking tool maintenance schedules, and ensuring accurate documentation.

Conduct business in accordance with MP Systems, Inc.’s mission and vision statements.

At MP Systems we believe in the Power to Serve along with the Pursuit of Excellence.  As such the following values guide our behaviors:

Safety – Always Focus on Safety

A Servant’s Heart – Focus on the Needs of Others

Wisdom – Insightful

Integrity – Honesty and Trustworthy

Courage – Decisive and Confident in Others

Humility – Modest and Respectful

Passion – Unfailing Dedication

Essential Duties and Responsibilities

ADMINISTRATIVE SUPPORT

• 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.
• Assist with data entry and document control activities.

TOOL INVENTORY MANAGEMENT

• Track tooling inventory levels and usage.
• Monitor tool check-in/check-out processes.
• Maintain inventory records and reconcile discrepancies.
• Assist with periodic physical inventory counts and audits.

PURCHASING AND VENDOR COORDINATION

• 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.

MAINTENANCE & CALIBRATION TRACKING

• Monitor preventive maintenance schedules for tooling and equipment.
• Coordinate calibration and repair activities with internal departments and external service providers.
• Maintain maintenance and calibration records.
• Ensure compliance with company and quality system requirements.

REPORTING AND DOCUMENTATION

• Generate tooling utilization, inventory, and maintenance reports.
• Assist in updating tooling procedures, work instructions, and standard operating procedures.
• Support audits by providing required documentation and records.
• Ensure document accuracy and revision control.

CROSS-FUNCIONAL SUPPORT

• Collaborate with manufacturing, engineering, maintenance, and quality departments.
• Assist with tooling-related projects and continuous improvement initiatives.
• Support onboarding and training documentation for tooling processes.

QUALIFICATIONS AND 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.

Physical Requirements

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