Administrative Operations Coordinator — Lab & Billing

JM Test Systems; Mount Braddock (PA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

HSA with employer contribution

Paid time off and company holidays

401(k) retirement plan with company**–

Company-paid life insurance

Supplemental insurance policies

Training and development opportunities

Opportunities for continued growth

Job summary

JM Test Systems is seeking an Administrative Operations Specialist to support our calibration and electrical safety labs. You will track equipment from arrival to completion, coordinate with technicians, prepare quotes, and ensure paperwork is complete for on-time billing. This role requires excellent organization, clear communication, and the ability to manage multiple priorities in a technical environment.

No prior CalMapp or Sage experience? We will train you.

Qualifications

• High school diploma or equivalent.
• 3+ years of administrative, workflow coordination, or customer service experience in a technical or operational environment.
• Strong organization and attention to detail, with the ability to manage multiple priorities, meet deadlines, and work independently.
• Excellent written and verbal communication and a professional, customer-focused approach.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Preferred: Associate's degree, accounts receivable experience, or an understanding of accounting and bookkeeping principles.

Responsibilities

• Keep equipment moving by routing service requests to lab personnel, confirming need-by dates, and keeping status current in CalMapp.
• Stay ahead of priorities and delays with a HOT LIST and share updates with operations and leadership.
• Keep customers informed with status calls, updates on delays, estimates, and timelines.
• Support accurate, on-time billing by reviewing work orders, generating calibration and repair quotes, and tracking approvals.
• Manage the PPE rotation program, scheduling and testing per NFPA 70E, and coordinating with vendors.
• Turn data into insight by building reports and dashboards on production, backlog, equipment status, and labor hours.
• Keep the team connected by preparing meeting agendas, recording outcomes, posting updates, and submitting documents on time.

Skills

Organizational skills

Attention to detail

Communication skills

Multi-tasking

Education

High school diploma or equivalent

Associate's degree (preferred)

Tools

Microsoft Office

Outlook

Word

Excel

Job description

JM Test Systems is seeking an Administrative Operations Specialist to support our calibration and electrical safety labs. You will track equipment from arrival to completion, coordinate with technicians, prepare quotes, and ensure paperwork is complete for on-time billing. This role requires excellent organization, clear communication, and the ability to manage multiple priorities in a technical environment.

No prior CalMapp or Sage experience? We will train you.