Outsourced Services Coordinator

JM Test Systems is seeking a highly organized and detail-oriented To-Factory Specialist to manage outsourced calibration and repair services for customer equipment. This role plays a critical part in ensuring equipment is properly routed, tracked, and returned with accurate documentation and on-time delivery.

You’ll act as the central point of coordination between customers, vendors, and internal teams—owning the process from initial approval through final return to the lab. Success in this role requires strong follow-through, communication, and the ability to manage multiple priorities with urgency and accuracy.

- Review work orders and determine outsourcing requirements

- Contact customers to obtain approval for outsourced services

- Request quotes, pricing, and RMA information from vendors

- Provide estimates to customers and follow up for approval

- Track and document all updates in internal systems (CalMapp)

- Research and identify new vendors when needed

Purchasing & Vendor Management

- Create and manage purchase orders in Sage

- Coordinate shipment of equipment to vendors

- Track delivery timelines and follow up on expected return dates

- Maintain accurate records of vendor performance and timelines

Receiving & Quality Verification

- Verify incoming equipment and documentation for accuracy and completeness

- Confirm pricing and process receipts in accounting system

- Ensure calibration certificates and paperwork meet quality standards

- Route completed equipment back to the lab for final processing

Customer & Internal Communication

- Serve as a key liaison between customers, vendors, and internal teams

- Provide timely updates on status, delays, and approvals

- Maintain clear and accurate documentation of all interactions

Administrative & Operational Support

- Maintain organized and accurate records of outsourced work

- Track and report on KPIs related to turnaround time and vendor performance

- Support continuous improvement of processes and workflows

What We’re Looking For

- High school diploma or equivalent required

- Strong organizational skills with attention to detail

- Ability to manage multiple priorities in a fast-paced environment

- Strong communication skills (written and verbal)

- Customer service mindset with a sense of urgency

- Basic computer skills (Microsoft Office required; Sage/ERP experience a plus)

- Ability to work independently and problem-solve effectively

Work Environment

- Office-based role with frequent coordination across departments

- Ability to lift up to 50 lbs and move equipment as needed

- Occasional travel to other locations for training or support

Why Join JM Test Systems?

- Medical, Dental, and Vision benefits effective the first of the month following your start date

- Paid Time Off (PTO) and paid holidays

- 401(k) with company match

- Life and disability insurance options

- Health savings options (HSA, if applicable)

- Employee referral bonus program

- Career growth and advancement opportunities