Administrative Operations Specialist II

This multifaceted role focuses on managing the shipping of test equipment, electrical safety tools, PPE, and customer items, while providing exceptional customer support. The individual will ensure accurate tracking, timely deliveries, and clear communication with customers and internal departments. Additionally, the role involves assisting with daily tasks such as receiving, inventory management, and data entry, while also providing backup support for other administrative duties as needed. Adherence to safety protocols, including proper PPE usage and compliance with electrical safety standards, is essential.

Key Responsibilities:

Equipment Movement, Tracking, and Shipping:

• Oversee the timely and accurate movement of equipment, coordinating with Lab Technicians, Shipping/Receiving, and other departments.
• Ensure proper documentation of incoming and outgoing equipment, including purchase orders, work orders, customer specifications, and Special Request forms for inventory management.
• Manage packing, labeling, and shipment of equipment domestically and internationally, ensuring compliance with shipping regulations, including hazardous materials, and customer specifications.
• Log and verify incoming equipment, ensuring all documentation is accurate and entered into the system. Handle returned equipment, verifying contents and updating records accordingly.
• Maintain accurate inventory levels and update internal systems promptly, resolving any discrepancies to meet customer requirements.

Customer Service and Communication:

• Respond to customer inquiries regarding equipment status, delays, rejections, and shipping/receiving issues, providing accurate delivery times, payment processing, and status updates.
• Prioritize and expedite "rush" orders and special requests, coordinating with relevant departments (AR, Lab, Delivery) for fast processing.

Receiving Responsibilities:

• Conduct accurate morning inventory of incoming shipments, sorting by customer and delivery date, and prioritize rush orders, new accounts, and warranty equipment.
• Create work orders for incoming equipment, ensuring accurate data entry and proper documentation, and deliver items to the appropriate department for testing.
• Manage customer pick-up schedules, ensuring equipment is ready and properly invoiced, assisting with payment processing when necessary.

Safety and Compliance:

• Adhere to safety protocols for equipment handling, including lifting, forklift use, and proper packaging for shipment.
• Ensure compliance with shipping regulations, including hazardous material handling and international shipping guidelines.
• Guarantee that all equipment is shipped with necessary certifications, licenses, and documentation.

Additional Responsibilities:

• Generate reports on equipment status, production counts, and shipping statistics to track trends and improve efficiency.
• Perform other duties as assigned by Division Manager and Administrative Manager.

Qualifications:

• Education: High school diploma or GED required.
• Training and Experience: Previous experience in administrative roles, customer service, and working within a warehouse or shipping environment preferred. Experience with shipping software (UPS, FedEx), as well as knowledge of calibration and lab procedures, is a plus.
• Skills: Strong organizational, communication, and problem-solving skills, with the ability to multitask and manage time effectively.

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
• Overtime as needed