Admin Operations Specialist I

Kaizen Lab Inc.; Mount Braddock (PA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical, Dental, and Vision insurance

HSA with employer contribution

401(k) with company match

Paid time off and holidays

Job summary

Kaizen Lab Inc. is seeking an Admin Operations Specialist III to support multiple administrative functions across operations. The role spans onsite administration, QA, and cross-functional support, aligned with the JM Progression framework.

The ideal candidate thrives in a fast-paced environment, stays organized, and communicates clearly to ensure accurate, efficient business operations. The position emphasizes safety, quality, and regulatory standards while maintaining strong customer

Qualifications

• High school diploma required; associate’s degree or relevant experience preferred.
• 3–5+ years of administrative or operations experience.
• Strong organizational and multitasking skills.
• Experience supporting cross-functional teams and customers.
• Familiarity with QA processes or ISO/safety standards is a plus.

Responsibilities

• Lead coordination of onsite projects from planning through execution and billing.
• Serve as liaison between customers, technicians, and internal teams.
• Confirm job scope, site requirements, and technician qualifications.
• Manage schedules, resources, and job readiness.
• Monitor progress, address risks, and keep stakeholders updated.
• Oversee post-job closeout, QA, billing alignment, and follow-up.
• Track equipment, coordinate lab evaluations, and quotes for services.
• Maintain strong customer relationships while ensuring safety and compliance.

Skills

Project coordination

Customer communication

Multitasking

Cross-functional collaboration

Education

High school diploma

Associate's degree or relevant experience preferred

Tools

Microsoft Office

ERP system

Job description

Job Summary

The Admin Operations Specialist III is a versatile team member who supports multiple critical administrative functions across operations. This role may encompass two or more areas, ranging from Level I to Level III responsibilities in alignment with the JM Progression framework. The ideal candidate thrives in a fast-paced environment, demonstrates strong organization, and works proactively across teams to ensure accuracy, efficiency, and clear communication that supports seamless business operations.

Key Responsibilities

Onsite Administration

• Lead coordination of onsite projects from planning through execution, QA, and billing, ensuring alignment with scope, timelines, and service expectations.
• Serve as the primary liaison between customers, Service Representatives, technicians, and internal teams to ensure clear communication and successful delivery.
• Confirm job scope, site requirements, and technician qualifications; coordinate schedules, resources, and job readiness (equipment, PPE, job kits).
• Manage recurring project timelines, approvals, and job site readiness, ensuring all pre-job requirements are met.
• Monitor project progress, proactively address risks or delays, and ensure timely updates to stakeholders.
• Oversee post-job closeout, including documentation review, QA coordination, billing alignment, and customer follow-up.
• Track returned equipment, coordinate lab evaluations, and manage quoting and follow-up for additional services.
• Maintain strong customer relationships while ensuring compliance with safety, quality, and regulatory standards.

Quality Assurance

• Open all necessary systems daily and monitor emails for special inspection requests.
• Prioritize workload using daily "Hot Lists" and match work orders to corresponding equipment.
• Inspect test instruments for specifications, condition, completeness, and verify all accessories.
• Stamp equipment tags with unique QA ID and confirm paperwork accuracy and completeness.
• Review special customer requirements, correct documentation errors, and route for correction as needed.
• Record work order status and approve paperwork using CalMapp.
• Print and distribute inspection or rejection reports accordingly.
• Log equipment failures and perform QA tagging across multiple locations as required.
• Complete and submit daily productivity reports.

Cross Functional Administrative Support

• Provide front office support, including answering phones, greeting customers, and assisting with general inquiries in a professional and timely manner.
• Serve as a primary point of contact for customer assistance, routing requests, providing updates, and ensuring a positive customer experience.
• Maintain organization of front office areas, documentation, and communication flow to support daily operations.
• Assist with additional administrative and office support tasks as needed to ensure smooth and efficient business operations.

Skills and Qualifications

• High school diploma required; associate’s degree or relevant experience preferred.
• 3–5+ years of administrative or operations experience in a fast-paced environment.
• Strong coordination and organizational skills with the ability to manage multiple priorities.
• Experience supporting cross-functional teams and communicating with customers and technicians.
• Customer-focused with professional communication and problem-solving abilities.
• Proficient in Microsoft Office; experience with ERP or tracking systems preferred.
• High attention to detail with the ability to review and ensure accuracy of documentation.
• Familiarity with QA processes or compliance standards (ISO/safety) is a plus.

What We Offer

• Stable, full-time employment
• Comprehensive benefits package, including:
• Medical, Dental, and Vision insurance
• HSA with employer contribution
• 401(k) with company match
• Paid time off, including vacation, sick time, and major holidays
• Opportunities for growth within the organization