Administrative Operations Specialist

JM Test Systems, Inc.; Mount Braddock (PA); Hybrid; USD 42,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

HSA with employer contribution

Paid time off and holidays

401(k) with company matching

Company-paid life insurance

Supplemental insurance policies

Training and development opportunities

Growth opportunities within JM Test

Job summary

JM Test Systems is seeking an Administrative Operations Specialist to ensure calibration and lab workflows run smoothly. You will coordinate with technicians and customers to keep equipment moving, prepare service quotes, and ensure paperwork is complete for on-time billing.

You’ll support the PPE rotation program, track equipment status, and assist accounts receivable while communicating clearly across teams in a fast-paced lab environment.

Qualifications

• High school diploma or equivalent required.
• 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.
• Associate's degree preferred, or accounts receivable experience, or understanding of accounting and bookkeeping principles.

Responsibilities

• Keep equipment moving by routing service requests to the right lab personnel and confirming deadlines with technicians.
• Maintain HOT LIST of high-priority equipment and flag delays to management.
• Keep customers informed with status updates, delays, estimates, and timelines.
• Review work orders and paperwork for completeness and generate calibration/repair quotes; track approvals for invoicing.
• Manage PPE rotation and testing in line with NFPA 70E; coordinate with vendors and maintain records.
• Build and maintain reports on production, backlog, equipment status, and labor hours for leadership.

Skills

Administrative experience

Strong organization

Attention to detail

Excellent communication

MS Office proficiency

Education

High school diploma or equivalent

Associate's degree preferred

Tools

MS Office (Outlook, Word, Excel)

Job description

AboutJM Test Systems

JM Test Systems provides calibration, test and measurementequipment, and technical services across multiple business segments and servicelocations. We help customers in industrial, energy, manufacturing, and otherdemanding environments keep critical instruments accurate, compliant, and readyto perform.

JobSummary — The Opportunity

When a customer sends us equipment for calibration orrepair, they want to know it's in good hands and when it will be back. As ourAdministrative Operations Specialist, you'll be the person who makes thathappen, keeping equipment moving through our lab and keeping customers informedevery step of the way.

In this role, you will support our calibration lab andelectrical safety lab by tracking equipment from arrival to completion,coordinating with technicians, preparing service quotes, and making surepaperwork is complete so jobs can be billed on time. You'll also manage our PPErotation and testing program and support accounts receivable. Reporting to theAdministrative Manager, you'll be a key link between the lab, internal teams,and our customers.

You'll thrive here if you're highly organized, enjoyjuggling priorities in a technical setting, and take pride in clearcommunication and accurate details. No prior CalMapp or Sage experience? Noproblem. We'll train you.

KeyResponsibilities & Outcomes

• Keepequipment moving. Route service requests and equipment to the right labpersonnel, confirm need-by dates with technicians, and keep equipment statuscurrent in CalMapp so deadlines are met.
• Stayahead of priorities and delays. Maintain the HOT LIST of high-priorityequipment, flag delays to management, and share updates with operations,customer service, and leadership.
• Keepcustomers informed. Respond to status calls and inquiries, provide updateson delays, estimates, and timelines, and resolve concerns or accelerate them whenneeded.
• Supportaccurate, on-time billing. Review work orders and paperwork forcompleteness, generate calibration and repair quotes using validated pricing,and track approvals so jobs are ready to invoice.
• Managethe PPE rotation program. Schedule and track PPE rotation and testing inline with NFPA 70E, coordinate with vendors on inspection and replacement, andmaintain inventory and compliance records.
• Turn datainto insight. Build and maintain reports and dashboards on production,backlog, equipment status, labor hours, and billing to help leadership see howthe lab is performing.
• Keep theteam connected. Prepare meeting agendas, record outcomes, post updates tothe internal Wiki, and submit purchase orders and outsourcing documents ontime.

WhatYou Bring

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

WhyJM Test Systems?

You'll play a central role in how our lab serves customers,work closely with technicians and leaders who rely on you, and build valuableskills in calibration workflow, safety compliance, and reporting. We providetraining on our systems and support your growth as you take on more.

Benefits

• Medical, dental, and vision insurance
• HSA with employer contribution
• Paid time off and company holidays
• 401(k) retirement plan with company matching
• Company-paid life insurance
• Supplemental insurance policies
• Training and development opportunities
• Opportunities for continued growth within JMTest Systems

EqualOpportunity Employer

JM Test Systems is an Equal Opportunity Employer. We arecommitted to providing equal employment opportunities to all applicants andemployees without regard to race, color, religion, sex, national origin, age,disability, genetic information, veteran status, or any other characteristicprotected by applicable federal, state, or local law.