Administrative Assistant

Administrative AssistantLocation: Carrollton, TX (on site)Business: PreciLab, a Scientific Safety Alliance companyReports to: Office Operations ManagerType: Full timeAbout Scientific Safety Alliance (SSA):At Scientific Safety Alliance (SSA), we are on a mission to revolutionize how scientists experience regulation-mandated services. We provide testing, inspection, and calibration services, and supply air filters and equipment parts, to pharmaceutical, medical device, and research organizations across the U.S. and the U.K.We are growing fast. With 24 acquisitions in less than 3 years, a customer base of 13,500+, and a spot on Inc. Magazine's 2024 and 2025 Fastest-Growing Private Companies, SSA is scaling quickly and looking for bold, driven talent to grow with us.PRECILAB, based in Carrollton, Texas, is SSA's ultra-trace contamination analysis laboratory. Our customers are semiconductor and advanced electronics manufacturers who rely on us for accurate, defensible results. The lab is accredited to ISO/IEC 17025 by A2LA.Role OverviewThe Administrative Assistant keeps the business side of the laboratory running. This role owns customer invoicing, purchasing, and day to day office administration, and is the first point of contact for customers calling or emailing the lab.It is a hands-on, execution-focused role. Work is measured on accuracy and follow-through: invoices that go out correctly and on time, purchase orders that land with the right vendor at the right price, records that stand up to an audit, and customers who get a clear answer quickly. The Administrative Assistant works closely with lab staff, the Office Operations Manager, and SSA's shared finance team.Key ResponsibilitiesEnter and issue customer invoices for analytical testing in NetSuite and in customer-specific billing portalsCheck invoices against the job, quote, and purchase order before release, so billing matches what was actually deliveredResolve billing queries and discrepancies with customers and internal teams, and support in issue credits or corrections when neededSupport accounts receivable collections alongside the SSA AR team, including past due follow up and payment status updatesCollect and process customer payment information accurately and confidentiallySet up new customer accounts and keep billing contacts, terms, and portal credentials currentCreate and manage purchase orders for laboratory consumables, equipment, spares, and office suppliesSource and contact suppliers, request quotes, place orders, and confirm lead timesTrack open orders, chase late deliveries, and reconcile packing slips and vendor invoices against POsMaintain vendor records (Vendor Evaluations), pricing, and contact details, and flag opportunities to consolidate spendCoordinate shipping and receiving paperwork, including courier bookings and inbound and outbound sample logisticsAnswer and direct calls to the main administration line and manage the shared administration inboxRespond to customer requests quickly, clearly, and professionally, and escalate technical questions to the right personSupport quoting and order acknowledgement, and keep customers updated on status where the lab has committed to a dateGreet visitors and contractors and manage site sign inBuild and maintain an organized electronic and paper filing system for invoices, purchase orders, vendor records, and customer correspondenceWrite and update office procedures covering invoicing and purchasing, and keep them under document controlPull records and evidence for internal and external audits, including ISO/IEC 17025 and customer auditsKeep records retained and disposed of in line with company and accreditation requirementsKeep the office stocked, tidy (5S), and functioning, including equipment such as printers and postageProvide administrative support to lab and management staff, including scheduling, travel booking, and expense processingSupport onboarding logistics for new hires, such as equipment, access, and paperwork handoff to HRTake on ad hoc projects that make the operation run better, and see them through to completionWhat Success Looks LikeInvoices are accurate, complete, and issued on time, with no surprises for the customer or the finance teamBilling errors and credit notes trend down quarter over quarterDays sales outstanding improves because AR queries are answered fast and disputes are closed outPurchase orders are raised promptly and the lab is never held up waiting on consumablesCustomers get a fast, clear, professional response every time they call or emailRecords are complete and easy to find, and audits pass without scrambling for evidenceTasks are completed without follow up or remindersQualifications and SkillsCore CompetenciesStrong attention to detail; the work involves numbers that have to be rightStrong organization skills and the ability to manage multiple priorities at onceClear, professional written and verbal communicationOwnership and follow-through; comfortable chasing something until it is finishedSound judgement with confidential customer, financial, and employee informationProblem solving instinct; able to work out why something does not reconcile rather than passing it alongTechnical SkillsProficiency in Microsoft Office, particularly Excel, Word, and OutlookElectronic filing system managementComfortable learning new systems, including ERP, CRM, LIMS, and customer billing portalsWorking knowledge of NetSuite, QuickBooks, or similar accounting or ERP software (preferred)Familiarity with standard office equipment and general office management systems and proceduresExperience and EducationHigh school diploma or equivalent required; associate degree or coursework in business, accounting, or administration is a plus2+ years of experience in an administrative, office coordination, billing, or purchasing roleExperience with invoicing, purchase orders, or accounts receivable strongly preferredExperience in a laboratory, manufacturing, engineering, or other technical services environment is an advantageExposure to a quality-accredited environment such as ISO/IEC 17025, ISO 9001, or similar is an advantageWork Environment and ExpectationsOn site in Carrollton, TX; this is not a remote or hybrid roleStandard business hours, Monday to Friday, with occasional flexibility around month end or customer rushOffice based within an operating laboratory; general awareness of lab safety rules is requiredFast-paced and detail-oriented, with high standards for responsiveness, accuracy, and accountabilityTeam-oriented, with close collaboration across the lab, management, and SSA shared servicesOccasional lifting of office and lab supply deliveries up to 25 lbsWhy Join SSAA growing, acquisitive business where good people get scope quicklyDirect line of sight from your work to the numbers the business runs onCompetitive hourly pay, medical, dental, and vision coverage, 401(k), and paid time offA small, close-knit site team backed by a national organization