Fabrication Shop Administrative Assistant

JH KELLY; Vancouver (WA); On-site; USD 28,000 - 41,000; Full time

Job summary

JH Kelly, LLC is seeking a Fabrication Shop Administrative Assistant in Vancouver, WA to transform incoming fabrication releases into precise work packages and keep shop teams aligned with timely material delivery and accurate data in Stratus and Power BI.

The role links project teams, VDC/detailing, shop supervision, and field crews, with a contract-first approach and potential to transition to full-time based on performance.

Qualifications

• 1–3 years of administrative support experience; experience in mechanical, plumbing, or piping fabrication is preferred.
• High school diploma or equivalent required; Associate or Bachelor’s degree a plus.
• Proficiency in MS Office (Excel, Word, Outlook). Ability to read and interpret piping spool drawings and isometrics.
• Strong organizational skills and attention to detail; data entry and computer software proficiency.
• Experience with Stratus, Power BI, or similar fabrication management/reporting tools preferred.
• Effective verbal and written communication; ability to manage multiple priorities and work independently and with teams.

Responsibilities

• Create Fabrication Work Packages (FWPs) and organzie by material types and joining methods.
• Build Module Work Packages (MWPs) and attach module drawings and reports.
• Enter start dates, man-hours, ROS dates, and upload attachments in Stratus.
• Maintain data accuracy and dashboard reporting in Power BI.
• Manage container labeling, storage, and packaging materials.
• Assist with scheduling ROS dates and tracking statuses with foremen.
• Provide clerical support and handle additional duties as required.

Skills

MS Office

Reading drawings

Data entry

Power BI

Communication

Organization

Education

High school diploma

Associate or Bachelor’s degree a plus

Tools

Stratus

Job description

Fabrication Shop Administrative Assistant

Fabrication Shop Administrative Assistant

Location: Vancouver, WA

Salary Interval: Hourly - Temporary

Pay Range: $20.00 - $30.00

Position Description

JH Kelly is seeking a positive, detail-oriented, and organized Fabrication Shop Administrative Assistant who will turn incoming fabrication releases into accurate, well-organized work packages so our shop crews can build efficiently, and material arrives in the field on time. The role is the link between project teams, VDC/detailing, shop supervision, and field crews. It is responsible for packaging work, maintaining accurate data in Stratus and Power BI, catching issues early, and keeping everyone informed. This role will begin as a contract position with the potential to transition into a full-time opportunity.

Fabrication Work Package Creation

• Create Fabrication Work Packages (FWPs) as soon as FRPs are received to support accurate material ordering and manpower leveling.
• Organize packages by package type, keeping material types (copper, carbon steel, stainless) and joining methods (brazed, soldered, press, welded, threaded, grooved) separate.
• Generate and print package reports, assembly labels, spool sheets, and cut lists.
• Match labels with drawings to verify there are no extra or missing items and resolve discrepancies with the Project Manager or Project Engineer.
• Create separate loose parts packages for each FRP, with copper and carbon steel parts kept apart, and assign loose parts containers to kitting for carbon steel packages.

Module Work Packages

• Build Module Work Packages (MWPs), one module per package, combining modularized pipe, hangers, and associated loose parts across multiple VDC releases.
• Create separate FWPs for module hangers so the shop can track hangers and pipe independently.
• Enter required package data, including phase codes, descriptions, and ROS dates.
• Generate package labels, attach module drawings, and print drawing reports and labels.
• Review the Fab Shop Portal each morning and create required fab tickets.
• Process FabTix requests and make sure complete information for non-modeled items is handed down to the Fab Team.
• Study incoming drawings carefully and build assemblies for each pipe spool, including multiple spools on a single drawing.
• Enter quantity tracking data and estimated man-hours, and upload assembly attachments to Stratus.
• Assemble complete packets with labeled drawings and deliver them directly to the appropriate foreman.

Data Entry & Dashboard Reporting

• Enter estimated fabrication start dates and man-hours in Stratus to keep the Power BI dashboard current.
• Review the Shop Admin Needs page daily to confirm all FRPs are assigned to a shop and have an associated FWP.
• Enter heat numbers, welder K numbers, and NDE data as needed.
• Manage the internal flow of documents for all NDE testing.
• Maintain welder certifications and documentation.
• Maintain digital and physical filing systems for MTRs, packing slips, and other shop records.

Container Management

• Fill reusable containers with the correct content and print container package signs.
• Manage reusable containers on trucks and carts, empty containers with field received statuses, and keep labels in good condition.
• Maintain labeling of carts, racks, shelves, and other shop storage.
• Coordinate with the Fab Shop Coordinator on reusable container creation and deletion.

Status Management

• Assist with scheduling and tracking ROS dates for fabrication work.
• Keep package and fab ticket statuses current through close coordination with shop foremen.
• Pull status reports, walk the shop to verify work in progress, and follow up on stalled items or those past their ROS date.

Additional Duties

• Provide clerical support to the Fab Shop team as needed.
• Perform other related duties, projects, and assignments as required.

Position Requirements

What You Bring

• Experience: 1–3 years of administrative support experience; experience in mechanical, plumbing, or piping fabrication is preferred. Experience working with office coordination and operations teams.
• Education: High school diploma or equivalent required. Associate or Bachelor’s degree a plus. Additional training or a degree in construction management, industrial technology, or a related field is a plus.
• Skills: Proficiency in MS Office (Excel, Word, Outlook). Ability to read and interpret piping spool drawings and isometrics. Strong organizational skills and attention to detail. Comfort with data entry and computer software. Experience with GTP Stratus, Power BI, or similar fabrication management or reporting tools is preferred. Effective verbal and written communication skills. Ability to manage multiple priorities and work independently and collaboratively with shop, field, and project teams.
• Mindset : Professional who enjoys solving problems, helping teams succeed, and continuously learning new tools and processes. Committed to safety, quality, innovation, and collaboration.

Physical Requirements:

This role requires regular transitions between office and fabrication shop settings. In the office, expect extended sitting at a computer with repetitive tasks like typing and phone use. In the shop, be prepared for standing and walking on the shop floor, handling containers and carts, and occasionally lifting 20-30 pounds. Good vision is essential for reviewing drawings and labels. Adherence to shop safety requirements and PPE (hard hats, gloves, safety glasses, steel-toed boots) is required. Reasonable accommodation may be provided for individuals with disabilities.

Equal Opportunity Employer

JH Kelly is an Equal Opportunity Employer and is committed to creating an inclusive workplace where all employees and applicants are treated with dignity and respect. We recruit, hire, train, promote, and compensate employees based on qualifications, merit, and business needs without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

We are committed to providing reasonable accommodations to qualified individuals with disabilities and to applicants throughout the hiring process. If you require assistance or accommodation, please contact our Human Resources department.