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), Accounts Receivable (AR) support, and Front Office Administration. 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
· Coordinate the movement of equipment across departments and with third-party carriers (domestic and international).
· Receive, document, and verify incoming shipments, including customer equipment, rentals, and purchased items.
· Prepare equipment for shipment (boxing, palletizing, labeling) in accordance with customer and regulatory requirements, including hazardous materials.
· Process returned equipment for repair, calibration, or factory return with accurate documentation and system updates.
· Generate shipping documentation, verify purchase orders, and ensure alignment between shipments, paperwork, and invoices.
· Monitor inventory accuracy, investigate discrepancies, and manage damaged or missing shipments, including claims.
· Ensure compliance with applicable shipping regulations (ITAR, AES, Schedule B, hazmat).
Receiving:
· Sort and prioritize incoming shipments based on customer, delivery timelines, and urgency (rush, warranty, new accounts).
· Generate work orders with accurate data entry and complete documentation.
· Route equipment to appropriate departments for processing.
· Coordinate customer pick-ups, including preparation of equipment, invoice verification, and payment support.
Quality Assurance:
· Review equipment and documentation for accuracy, completeness, and customer requirements.
· Match work orders to equipment and prioritize using daily “Hot Lists.”
· Identify and correct documentation errors or route for correction as needed.
· Update work order status and approve documentation in systems (e.g., CalMapp).
· Generate and distribute inspection or rejection reports.
· Log equipment failures, perform QA tagging, and support multi-location QA processes.
· Track and report daily QA productivity.
AR Support:
· Monitor work order status, “need by” dates, and priority items in CalMapp.
· Follow up on overdue work orders and communicate status updates with internal teams.
· Notify customers of delays and support coordination of rush orders.
· Review completed work orders for accuracy and route to billing.
· Assist with quote preparation, updates, and obtaining customer approvals.
Front Office / Administrative Support
· Greet visitors, vendors, and customers and maintain a professional front office presence.
· Answer and direct incoming calls to the appropriate departments.
· Perform general administrative tasks including filing, scanning, data entry, and record maintenance.
· Support internal teams with document coordination, follow-ups, and basic scheduling.
· Provide backup administrative support across departments as needed.
Skills and Qualifications:
· High school diploma or equivalent required
· 2–4 years of experience in administrative, operations, or support roles
· Strong attention to detail and data accuracy
· Excellent organization and time management skills
· Clear, professional communication with internal teams and customers
· Customer service mindset
· Ability to multitask and adapt in a fast-paced environment
· Proficiency in business systems (e.g., CalMapp, email, databases)
· Basic understanding of shipping/compliance processes preferred
· Reliable, team-oriented, and able to maintain confidentiality