Admin Operations Specialist I

Kaizen Lab Inc.; Alexandria (LA); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) with Company Matching

Paid Time Off

Job summary

Kaizen Lab Inc. in Alexandria, Louisiana is looking for an Admin Operations Specialist to support critical administrative functions across operations. The candidate will manage shipping, receiving, quality assurance, and accounts receivable tasks, ensuring efficiency and accuracy in a fast-paced environment.

The role requires a high school diploma, attention to detail, and up to 3 years of experience with shipping programs. Offered benefits include medical insurance, HSA contributions, and a 401(k) with company matching.

Qualifications

• 0-3 years of experience with UPS and FedEx shipping programs.
• Strong attention to detail and accuracy in data entry.
• Proven ability to multitask and adapt in a fast-paced environment.

Responsibilities

• Process inbound and outbound packages accurately and promptly.
• Conduct inventory and manage customer pick-up schedules.
• Ensure equipment compliance with shipping regulations.

Skills

Attention to detail

Customer service mindset

Basic computer proficiency

Organizational skills

Proactive problem-solving

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Work order management software

Job description

Job Summary

The 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

Shipping

• Inbound 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.

Receiving

• Inbound 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 Assurance

• System 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 Support

• Work 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 required.
• Basic computer proficiency required, including Microsoft Outlook, multi‑system navigation, and typing; experience with work order management software a plus.
• 0-3 years of experience with UPS and FedEx Shipping programs and filing claims.
• 0-3 years of experience in Data Entry, QA, or AR support.
• Strong attention to detail and accuracy in data entry and documentation.
• Excellent organizational and time management skills.
• Clear, professional communication with internal teams and customers.
• Proactive problem‑solving and ability to follow through on tasks.
• Customer service mindset, especially when managing quotes or delays.
• Basic understanding of shipping compliance (ITAR, hazmat, etc.).
• Ability to multitask and adapt in a fast‑paced environment.
• Reliable, team‑oriented, and able to maintain confidentiality.

Benefits

• Stability and Unlimited Opportunity!
• Medical, Dental, and Vision Insurance.
• HSA with Employer Contribution.
• 401(k) with Company Matching.
• Paid Time Off: Vacation, Sick Leave, Birthday, and Holidays.
• Employer‑Paid Life Insurance.

Work Environment

• Lab based (indoors).

Schedule

• 40 hour work week.
• Monday to Friday.