Equipment Administrator - Contract to Hire

At JH Kelly, we’re hiring an Equipment Administrator to join our Longview team. This is a contract-to-hire role with the potential to become a permanent position. We’re looking for a sharp, proactive, detail-obsessed person who loves keeping heavy equipment repaired, parts flowing, and records airtight. If you’re the type who notices a low parts stock before the mechanics do, follow up on work orders without being reminded, and treat every field crew member like your most important customer, this is your chance to own a critical support role in a growing, family-owned company.

About Us
Celebrating over a century of excellence, JH Kelly, LLC is a fourth-generation family-owned construction company and a recognized industry leader. With offices in Vancouver, Longview, Seattle, Bellingham, Washington, and Milwaukie, Oregon, we specialize in commercial and heavy industrial projects. Our exceptional team, honored with national safety and quality control awards, thrives in a dynamic and family-oriented work environment. Explore our legacy, projects, and opportunities at https://www.jhkelly.com/.

We need someone who anticipates needs, chases down parts and answers, and communicates clearly, no drama, just results. You’re comfortable juggling work orders, vendor calls, inventory counts, and field questions all in the same hour, and you do it with a smile because you know your work keeps our equipment running and our projects on schedule. This role is based in our Longview, WA shop office and reports to the Assistant Equipment Manager.

This is a hands-on, high-impact role that keeps our cranes, excavators, manlifts, generators, and tools repaired and ready across all job sites. It’s about organization, hustle, and teamwork.

Pay Range: $20-$25 per hour (DOE), FLSA non-exempt (OT eligible).

Here’s what you’ll tackle:

• Work Orders & Repairs
  • Answer incoming calls from the field and create tickets/work orders in Vista (our CMMS).
  • Build, process, and track equipment repair work orders from start to close-out.
  • Schedule and coordinate repairs with mechanics, vendors, and job sites so nothing sits idle longer than necessary.
  • Order parts, pick up urgent items, and keep parts inventory accurate and stocked.

• Administrative & Inventory Support
  • Create and manage purchase orders (POs) with accurate coding and timely submission.
  • Maintain a clean, organized parts room and mechanic shop office (daily housekeeping is part of the gig).
  • Pull and organize data for daily, weekly, monthly, and quarterly FST reports (tools, equipment, logistics, fleet, maintenance).

• Reporting & Teamwork
  • Help the Assistant Equipment Manager compile monthly reports and staff metrics.
  • Be the calm, helpful voice on the phone and radio for superintendents, operators, and mechanics.
  • Spot trends or issues early and suggest small improvements that save time and money.
  • Lead by example with safety, accuracy, and great customer service in every interaction.

What You Bring

• Experience: Minimum 1 year of administrative experience (construction, equipment, or fleet background is a big plus)
• Skills: Proficiency with Microsoft Office Suite - especially Excel for tracking, reporting, and managing large data sets. Excellent verbal and written communication.
• Mindset: Team-oriented, innovative, and proactive. Comfort working in a fast-paced, deadline-driven environment while still delivering great customer service.
• Education: High school diploma or GED required.
• Other: Valid driver’s license and clean driving record (you’ll occasionally move equipment or vehicles to/from shops).

Physical Requirements
This role primarily involves an office setting with occasional shop/warehouse tasks. You’ll sit at a computer for extended periods, but you’ll also need to lift up to 25 lbs, walk job sites or shops, climb in/out of equipment, and wear required PPE (sturdy closed-toe shoes, long pants, etc.). Reasonable accommodations are available.

Pay Range: $20-$25 per hour (DOE), FLSA non-exempt (OT eligible).

You’ll join a safety-first, people-first company where your attention to detail directly supports crews in the field and keeps multi-million-dollar projects on schedule. This isn’t just an admin job—it’s a chance to become the backbone of fleet operations in a respected, growing, fourth-generation business.

How to Apply
Submit your resume and a brief cover letter. Tell us how you’ve used technical skills to improve processes, worked collaboratively on a team, or supported administrative tasks in the past.