Administrative Operations Specialist – Lab Workflow & Billing

JM Test Systems, LLC.; Mount Braddock (PA); On-site; USD 42,000 - 65,000; 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‑sm

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 keep calibration and safety lab equipment flowing and customers informed throughout the process. You will route service requests, coordinate with technicians, and prepare quotes to ensure timely billing.

The role also covers PPE rotation management and AR support, reporting to the Administrative Manager. You will thrive if you are highly organized, excel at handling multiple priorities in a technical setting, and communicate

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 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 understanding of accounting and bookkeeping principles.

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 address 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 in line 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

Organizational skills

Attention to detail

Communication skills

Education

High school diploma or equivalent

Associate's degree

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

JM Test Systems is seeking an Administrative Operations Specialist to keep calibration and safety lab equipment flowing and customers informed throughout the process. You will route service requests, coordinate with technicians, and prepare quotes to ensure timely billing.

The role also covers PPE rotation management and AR support, reporting to the Administrative Manager. You will thrive if you are highly organized, excel at handling multiple priorities in a technical setting, and communicate