Admin Operations Specialist I

Job Summary: 

The Admin Operations Specialist is a versatile team member responsible for supporting multiple critical administrative functions across operations. This role encompasses two or more Level I admin areas, such as Shipping, Receiving, Quality Assurance (QA), and Accounts Receivable (AR) support. The ideal candidate thrives in a fast-paced environment, is highly organized, and brings a proactive mindset to cross-functional collaboration. By working across departments, the Admin Operations Specialist plays a key role in maintaining accuracy, efficiency, and strong internal communication to support overall business operations.

Key Responsibilities:

Shipping

• Inbound Package Processing — Receive, scan, log, and accurately distribute all incoming packages and paperwork within 2 hours of receipt, maintaining zero carryover daily.

• Outbound Shipment Processing — Prepare and process all outgoing shipments daily using UPS, FedEx, and internal shipping systems; complete end-of-day departure reports and verify accuracy before handoff to AR.

• Shipping System & Records Management — Operate and maintain all shipping software and equipment (UPS, FedEx, CalMapp, scanners, printers); log and save all tracking documentation to the designated network drive.

• Workspace & Material Management — Maintain a clean, organized, and safe shipping area throughout the day, including breakdown and disposal of boxes and ensuring equipment shelves are cleared and ready.

• Communication & Team Coordination — Respond to emails and phone calls in a timely manner; communicate proactively with the manager and team on workloads, deadlines, and schedule changes.

• Administrative & Operational Support — Submit and follow up on IT tickets, complete monthly supply requisitions, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.

• Regulatory Compliance — Ensure all shipments comply with applicable domestic and international shipping regulations, including ITAR, AES, Schedule B classifications, and hazardous materials guidelines.

Receiving:

• Inbound Equipment Inventory & Prioritization — Conduct accurate morning inventory of all incoming equipment, sorting by customer and delivery date while prioritizing emergency, expedite and rush orders, new accounts, and warranty equipment for timely processing. 

• Work Order Generation & Documentation — Create work orders for incoming equipment with precise data entry and complete documentation; route equipment to the appropriate department for testing and processing while maintaining clear communication with team members across JM Test locations. 

• Customer Pick-Up Coordination — Manage customer pick-up schedules by preparing equipment, verifying invoices, and assisting with payment processing as needed. 

• Equipment Receiving & Database Management — Accurately receive, document, and distribute equipment through JM Test Systems' transit database(s) while maintaining clear communication with team members across JM Test locations. 

• Customer Equipment Intake — Assist customers with equipment drop-off, ensuring accurate intake documentation of equipment, turnaround time expectations and customer contact information.

• Administrative & Operational Support — Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.

Quality Assurance:

• System Setup & Workload Prioritization — Open all necessary systems daily, monitor emails for special inspection requests, and prioritize workload using CalMapp by matching work orders to corresponding equipment.

• Equipment Inspection & Verification — Inspect test instruments for specifications, condition, and completeness; verify all accessories are present and accounted for.

• Tagging, Documentation & Accuracy — Stamp equipment with unique QA ID tags, confirm paperwork accuracy and completeness, review special customer requirements, and correct or route documentation errors as needed.

• Work Order Management & Approval — Record work order status and approve paperwork in CalMapp; print and distribute inspection or rejection reports accordingly.

• Failure Logging & Productivity Reporting — Log all equipment failures and complete and submit daily productivity reports.

• Administrative & Operational Support — Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.

AR Support:

• Work Order Monitoring & Prioritization — Monitor item status and "need by" dates in CalMapp; identify and add urgent work orders to the daily hot list to ensure timely processing.

• Overdue Work Order Follow-Up — Track and follow up on overdue work orders, update equipment status, and communicate delays to technicians and managers proactively.

• Customer Communication & Rush Order Management — Notify customers of turnaround delays and manage rush orders with timely, professional follow-up to maintain service expectations.

• Work Order Verification & Routing — Verify completed work orders for accuracy and route promptly to AR Billing for processing.

• Quoting & Customer Approval — Prepare and update quotes for calibration and repair services, record estimates in CalMapp, and obtain customer approval before work proceeds.

• Administrative & Operational Support — Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.

Skills and Qualifications:

• High school diploma or equivalent required

• Basic computer proficiency required, including Microsoft Outlook, multi-system navigation, and typing; experience with work order management software a plus

• 0–3 years of experience with UPS and FedEx Shipping programs and filing claims

• 0–3 years of experience in Data Entry, QA, or AR support

• Strong attention to detail and accuracy in data entry and documentation

• Excellent organizational and time management skills

• Clear, professional communication with internal teams and customers

• Proactive problem-solving and ability to follow through on tasks

• Customer service mindset, especially when managing quotes or delays

• Basic understanding of shipping compliance (ITAR, hazmat, etc.)

• Ability to multitask and adapt in a fast-paced environment

• Reliable, team-oriented, and able to maintain confidentiality

  
  

  Benefits:

  Stability and Unlimited Opportunity!

  • Medical, Dental, and Vision Insurance

  • HSA with Employer Contribution

  • 401(k) with Company Matching

  • Paid Time Off: Vacation, Sick Leave, Birthday, and Holidays

  • Employer-Paid Life Insurance

   

  Work Environment:

  • Lab based (indoors) 

  Schedule:

  • 40 hour work week

  • Monday to Friday