Administrative Operations Specialist

JM Test Systems, Inc.; Pennsylvania; 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-m–

Company-paid life insurance

Supplemental insurance policies

Training and development opportunities

Growth opportunities within JM Test S"

Job summary

JM Test Systems is seeking an Administrative Operations Specialist to support calibration and safety labs. You will track equipment from arrival to completion, coordinate with technicians, prepare service quotes, and ensure paperwork is complete for timely invoicing.

You will also manage the PPE rotation program, support accounts receivable, and report on production metrics. Training will be provided, and you will report to the Administrative Manager.

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 accounting knowledge.

Responsibilities

• Keep equipment moving. Route service requests and equipment to the right lab personnel, confirm need-by dates with technicians, and keep equipment status current in CalMapp so deadlines are met.
• Stay ahead of priorities and delays. Maintain the HOT LIST of high-priority equipment, flag delays to management, and share updates with operations, customer service, and leadership.
• Keep customers informed. Respond to status calls and inquiries, provide updates on delays, estimates, and timelines, and resolve concerns or elevate them when needed.
• Support accurate, on-time billing. Review work orders and paperwork for completeness, generate calibration and repair quotes using validated pricing, and track approvals so jobs are ready to invoice.
• Manage the PPE rotation program. Schedule and track PPE rotation and testing inline with NFPA 70E, coordinate with vendors on inspection and replacement, and maintain inventory and compliance records.
• Turn data into insight. Build and maintain reports and dashboards on production, backlog, equipment status, labor hours, and billing to help leadership see how the lab is performing.
• Keep the team connected. Prepare meeting agendas, record outcomes, post updates to the internal Wiki, and submit purchase orders and outsourcing documents on time.

Skills

Strong organization

Attention to detail

Excellent written and verbal comms

Ability to manage multiple priorities

Education

High school diploma or equivalent

Associate's degree (preferred)

Tools

Microsoft 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 our Administrative 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 elevate 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.