Administrative Operations Specialist IIl

The Admin Operations Specialist III is a versatile team member supporting multiple critical administrative functions across operations. This role includes two or more Level III areas such as Lab and Onsite Administration. The ideal candidate thrives in a fast-paced environment, is highly organized, and proactively collaborates across departments to ensure accuracy, efficiency, and strong internal communication that drives smooth business operations.

Lab Administration:

• Respond to service requests and inquiries, providing updates via phone or email and coordinating with lab staff.

• Manage equipment deliveries, returns, and repairs, ensuring proper documentation.

• Confirm deadlines with technicians, update CalMapp, and notify teams of delays or issues.

• Maintain and prioritize the "HOT LIST" for high-priority items, ensuring timely transport and documentation.

• Review service-related forms and documentation for accuracy and completeness.

• Maintain CalMapp records and create service quotes with verified pricing and logged approvals.

• Prepare meeting materials, document outcomes, and update production, labor, billing, and KPI charts.

Support front office tasks including phone handling, meeting scheduling, filing, and tax-exempt paperwork.

Onsite Administration:

• Greet and assist visitors, vendors, and customers professionally.

• Follow safety policies and regulatory standards (Quality, Safety, ISO 17025).

• Track job progress, resolve issues, and support timely invoicing.

• Schedule technicians across locations to meet project deadlines.

• Verify job scope and payment details with Service Reps.

• Assign tasks based on staffing and production needs.

• Communicate job details and expectations with customers.

• Provide prompt, courteous support and status updates.

Foster strong relationships with customers and internal teams.

• Education: High school diploma or GED required

• Experience:

  • Preferred: 3–5 years of administrative experience in a technical, service, or lab operations environment, with exposure to equipment tracking, work order processing, and workflow coordination

  • Bonus: Experience in customer service, accounts receivable, bookkeeping

• Skills:

  • Strong attention to detail and organizational ability

  • Proficient in AR software and Microsoft Office (Excel, Outlook)

  • Excellent communication and problem-solving skills

  • Ability to multitask in a fast-paced environment

• Stability and unlimited opportunity for growth

• Medical, Dental & Vision insurance

• HSA with employer contribution

• 401(k) retirement plan

• Vacation, Sick, and Holiday Pay

• Employer-paid Life Insurance

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