Service Administrator / Office Manager

Job Description

Job Description

Position Overview

Verametriks is seeking a highly organized, dependable, and computer-proficient Service Administrator / Office Manager to support daily business operations at our Indianapolis facility.

This position plays an important role in coordinating customer service activities, scheduling field service technicians, managing customer accounts and invoicing, tracking calibration equipment, and maintaining efficient office operations.

The ideal candidate is detail-oriented, communicates professionally, works well independently, and is highly proficient with Microsoft 365 and electronic business systems.

We place a particularly high value on reliability, consistent attendance, strong work habits, and an interest in long-term employment.

Key Responsibilities

Customer Service & Scheduling

• Serve as a primary contact for customer inquiries, service requests, and scheduling.
• Coordinate field service technician schedules, customer appointments, and travel arrangements.
• Follow up on customer quotations, upcoming calibrations, and open service requests.
• Maintain professional and responsive communication with customers and technicians.

QuickBooks & Financial Administration

• Establish and maintain customer accounts in QuickBooks Online.
• Prepare and send estimates, process customer purchase orders, and generate invoices.
• Monitor outstanding invoices and assist with customer payment follow-up.
• Enter and process routine vendor bills and authorized payments.
• Maintain accurate financial and customer records.

Equipment Tracking, Shipping & Receiving

• Establish and maintain customer equipment records, including calibration intervals, due dates, and service history.
• Coordinate recurring calibration schedules and customer notifications.
• Manage shipping and receiving of customer instruments and company equipment.
• Maintain accurate equipment tracking and shipment documentation.

Office Administration & Computer Systems

• Support daily operations of the Indianapolis office and laboratory.
• Use Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint.
• Organize and maintain electronic records, calendars, reports, and business correspondence.
• Coordinate office supplies, deliveries, vendors, and routine facility needs.
• Follow company policies, Good Documentation Practices (GDP), and applicable quality procedures.

Qualifications

Required

• High school diploma or equivalent.
• Strong computer skills and proficiency with Microsoft 365, particularly Outlook, Excel, Word, and SharePoint.
• Excellent organizational skills, attention to detail, and data entry accuracy.
• Strong written and verbal communication skills.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Dependable attendance, punctuality, and consistent follow-through.
• Strong basic mathematics and customer service skills.
• Authorization to work in the United States.

Preferred

• Associate degree in Business Administration or a related field.
• Two or more years of office administration, B2B customer service, or service coordination experience.
• Experience with QuickBooks Online or comparable accounting software.
• Experience coordinating schedules, equipment tracking, shipping, or receiving.
• Previous experience in technical services, calibration, laboratory operations, or a regulated industry.

Previous calibration industry experience is not required. We are willing to train a capable, dependable individual who demonstrates strong computer skills and a willingness to learn.

\nCompany Description

Verametriks was founded to provide OEM-quality calibration, repair, validation, and technical services for life science environmental monitoring equipment. Our mission is to deliver technically sound, audit defensible, responsive, and dependable support that helps regulated organizations maintain confidence in the performance, reliability, and compliance of their critical monitoring systems.

As a strategic service and calibration partner of Climet Instruments Company®, Verametriks is authorized to utilize manufacturer-controlled calibration software, proprietary calibration procedures, technical documentation, calibration algorithms, firmware update utilities, engineering resources, and other OEM tools necessary to perform authorized service and support activities. This direct relationship enables Verametriks to provide customers with services performed using current manufacturer-approved methods and technical information.

The founders of Verametriks bring more than twenty years of experience supporting Climet products through calibration, repair, warranty service, technical support, and customer training. That experience spans pharmaceutical manufacturing, biotechnology, medical devices, compounding pharmacies, hospitals, research laboratories, aerospace, semiconductor manufacturing, and other industries where measurement accuracy, equipment reliability, and regulatory compliance are essential.

Our technical team understands that calibration is more than producing a certificate—it is about restoring confidence in an instrument's performance and providing customers with reliable data for quality-critical decisions. Every service is performed with careful attention to technical accuracy, traceability, documentation, and customer communication.

Whether supporting a single instrument or an enterprise-wide environmental monitoring program, Verametriks is committed to delivering responsive service, practical technical expertise, and long-term partnerships built on precision, integrity, and reliability.

Company Description

\nVerametriks was founded to provide OEM-quality calibration, repair, validation, and technical services for life science environmental monitoring equipment. Our mission is to deliver technically sound, audit defensible, responsive, and dependable support that helps regulated organizations maintain confidence in the performance, reliability, and compliance of their critical monitoring systems.\n\nAs a strategic service and calibration partner of Climet Instruments Company®, Verametriks is authorized to utilize manufacturer-controlled calibration software, proprietary calibration procedures, technical documentation, calibration algorithms, firmware update utilities, engineering resources, and other OEM tools necessary to perform authorized service and support activities. This direct relationship enables Verametriks to provide customers with services performed using current manufacturer-approved methods and technical information.\n\nThe founders of Verametriks bring more than twenty years of experience supporting Climet products through calibration, repair, warranty service, technical support, and customer training. That experience spans pharmaceutical manufacturing, biotechnology, medical devices, compounding pharmacies, hospitals, research laboratories, aerospace, semiconductor manufacturing, and other industries where measurement accuracy, equipment reliability, and regulatory compliance are essential.\n\nOur technical team understands that calibration is more than producing a certificate—it is about restoring confidence in an instrument's performance and providing customers with reliable data for quality-critical decisions. Every service is performed with careful attention to technical accuracy, traceability, documentation, and customer communication.\n\nWhether supporting a single instrument or an enterprise-wide environmental monitoring program, Verametriks is committed to delivering responsive service, practical technical expertise, and long-term partnerships built on precision, integrity, and reliability.