Administrative Operations Specialist IIl

About the Role

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.

Key Responsibilities

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.

Qualifications

- 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

Benefits

- 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