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), 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 approved 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 within 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. #J-18808-Ljbffr