Operations Specialist

Admin Operations SpecialistThe 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), and Accounts Receivable (AR) support. 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:ShippingInbound Package Processing — Receive, scan, log, and accurately distribute all incoming packages and paperwork within 2 hours of receipt, maintaining zero carryover daily.Outbound Shipment Processing — Prepare and process all outgoing shipments daily using UPS, FedEx, and internal shipping systems; complete end-of-day departure reports and verify accuracy before handoff to AR.Shipping System & Records Management — Operate and maintain all shipping software and equipment (UPS, FedEx, CalMapp, scanners, printers); log and save all tracking documentation to the designated network drive.Workspace & Material Management — Maintain a clean, organized, and safe shipping area throughout the day, including breakdown and disposal of boxes and ensuring equipment shelves are cleared and ready.Communication & Team Coordination — Respond to emails and phone calls in a timely manner; communicate proactively with the manager and team on workloads, deadlines, and schedule changes.Administrative & Operational Support — Submit and follow up on IT tickets, complete monthly supply requisitions, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.Regulatory Compliance — Ensure all shipments comply with applicable domestic and international shipping regulations, including ITAR, AES, Schedule B classifications, and hazardous materials guidelines.ReceivingInbound Equipment Inventory & Prioritization — Conduct accurate morning inventory of all incoming equipment, sorting by customer and delivery date while prioritizing emergency, expedite and rush orders, new accounts, and warranty equipment for timely processing.Work Order Generation & Documentation — Create work orders for incoming equipment with precise data entry and complete documentation; route equipment to the appropriate department for testing and processing while maintaining clear communication with team members across JM Test locations.Customer Pick-Up Coordination — Manage customer pick-up schedules by preparing equipment, verifying invoices, and assisting with payment processing as needed.Equipment Receiving & Database Management — Accurately receive, document, and distribute equipment through JM Test Systems' transit database(s) while maintaining clear communication with team members across JM Test locations.Customer Equipment Intake — Assist customers with equipment drop-off, ensuring accurate intake documentation of equipment, turnaround time expectations and customer contact information.Administrative & Operational Support — Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.Quality AssuranceSystem Setup & Workload Prioritization — Open all necessary systems daily, monitor emails for special inspection requests, and prioritize workload using CalMapp by matching work orders to corresponding equipment.Equipment Inspection & Verification — Inspect test instruments for specifications, condition, and completeness; verify all accessories are present and accounted for.Tagging, Documentation & Accuracy — Stamp equipment with unique QA ID tags, confirm paperwork accuracy and completeness, review special customer requirements, and correct or route documentation errors as needed.Work Order Management & Approval — Record work order status and approve paperwork in CalMapp; print and distribute inspection or rejection reports accordingly.Failure Logging & Productivity Reporting — Log all equipment failures and complete and submit daily productivity reports.Administrative & Operational Support — Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.AR SupportWork Order Monitoring & Prioritization — Monitor item status and "need by" dates in CalMapp; identify and add urgent work orders to the daily hot list to ensure timely processing.Overdue Work Order Follow-Up — Track and follow up on overdue work orders, update equipment status, and communicate delays to technicians and managers proactively.Customer Communication & Rush Order Management — Notify customers of turnaround delays and manage rush orders with timely, professional follow-up to maintain service expectations.Work Order Verification & Routing — Verify completed work orders for accuracy and route promptly to AR Billing for processing.Quoting & Customer Approval — Prepare and update quotes for calibration and repair services, record estimates in CalMapp, and obtain customer approval before work proceeds.Administrative & Operational Support — Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.Skills and Qualifications:High school diploma or equivalent requiredBasic computer proficiency required, including Microsoft Outlook, multi-system navigation, and typing; experience with work order management software a plus0–3 years of experience with UPS and FedEx Shipping programs and filing claims0–3 years of experience in Data Entry, QA, or AR supportStrong attention to detail and accuracy in data entry and documentationExcellent organizational and time management skillsClear, professional communication with internal teams and customersProactive problem-solving and ability to follow through on tasksCustomer service mindset, especially when managing quotes or delaysBasic understanding of shipping compliance (ITAR, hazmat, etc.)Ability to multitask and adapt in a fast-paced environmentReliable, team-oriented, and able to maintain confidentialityBenefits:Medical, Dental, and Vision InsuranceHSA with Employer Contribution401(k) with Company MatchingPaid Time Off: Vacation, Sick Leave, Birthday, and HolidaysEmployer-Paid Life InsuranceWork Environment:Lab based (indoors)Schedule:40 hour work week Monday to Friday