Administrator

Element Materials Technology; Windsor, Northern (CT, KY); Hybrid; USD 30,000 - 32,000; Full time

Job summary

Element Materials Technology is seeking an Administrator – Certifications & Invoicing to join our growing team. This role ensures accurate certification documentation and timely invoicing, serving as the final quality checkpoint before release to customers.

Based in Windsor, CT, the position partners with Planning, Operations, Shipping and Accounting to keep certification and invoicing workflows smooth, while maintaining compliance with customer requirements and internal procedures.

Qualifications

• High school diploma or equivalent required.
• 2+ years of invoicing, administrative support, customer service, manufacturing, or laboratory operations experience.
• Experience working with ERP systems preferred; aerospace, manufacturing, special processing, or non-destructive testing is a plus.

Responsibilities

• Generate and review Certificates of Conformance (CoCs), inspection reports, and supporting documentation.
• Verify certification accuracy against customer purchase orders, specifications, travelers, and process requirements.
• Prepare and process customer invoices accurately and on time; verify pricing against quotations and contracts.
• Maintain compliance with customer, regulatory, and quality system requirements; support audits.
• Investigate and correct documentation discrepancies before release and assist with continuous improvement.

Skills

Invoicing experience

Administrative support

ERP systems

Attention to detail

Time management

Communication skills

Team collaboration

Education

High school diploma or equivalent

Tools

Excel

Outlook

ERP systems

Job description

Overview

Element has an opportunity for a Administrator to join our growing team. This is a great opportunity to develop your Administration career within a Global TIC business.

The Administrator – Certifications & Invoicing is responsible for ensuring the accurate and timely completion of customer certifications and invoicing while supporting the overall workflow of the laboratory. This position serves as the final quality checkpoint before documentation is released to customers, ensuring compliance with customer requirements, regulatory standards, and internal procedures.

Salary: $21.50- $23/hr DOE

Responsibilities

Certifications

• Generate and review Certificates of Conformance (CoCs), inspection reports, and supporting documentation.
• Verify certification accuracy against customer purchase orders, specifications, travelers, and process requirements.
• Ensure all required documentation is complete prior to shipment.
• Maintain compliance with customer, regulatory, and quality system requirements.
• Investigate and correct documentation discrepancies before release.
• Support internal and external audits by maintaining accurate records.

Invoicing

• Prepare and process customer invoices accurately and on time.
• Verify pricing against quotations, contracts, blanket purchase orders, and approved rates.
• Resolve billing discrepancies with Customer Service, Operations, and Accounting.
• Ensure all completed work is invoiced promptly to support cash flow.
• Monitor invoicing queues and prioritize urgent customer requirements.

Workflow Coordination

• Manage daily certification and invoicing workflow to support customer delivery commitments.
• Coordinate with Planning, Operations, Shipping, and Business Development to resolve documentation issues.
• Communicate delays or concerns that may impact shipment or invoicing.
• Assist with continuous improvement initiatives to increase efficiency and reduce documentation errors.

Quality & Compliance

• Maintain a high level of First Time Right (FTR) performance.
• Follow all quality procedures, customer specifications, and laboratory work instructions.
• Identify opportunities to improve documentation accuracy and workflow.
• Maintain confidentiality of customer and company information.

Skills / Qualifications

Qualifications

• High school diploma or equivalent required
• 2+ years of experience in invoicing, administrative support, customer service, manufacturing, or laboratory operations.
• Experience working with ERP systems preferred.
• Experience in aerospace, manufacturing, special processing, or non-destructive testing is a plus.

Required Skills

• Exceptional attention to detail.
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Ability to prioritize multiple deadlines.
• Strong analytical and problem-solving skills.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to work independently and collaboratively in a team environment.

Company Overview

Element is one of the fastest growing testing, inspection and certification businesses in the world. Globally we have more than 9,000 brilliant minds operating from 270 sites across 30 countries. Together we share an ambitious purpose to 'Make tomorrow safer than today'.

When failure in use is not an option, we help customers make certain that their products, materials, processes and services are safe, compliant and fit for purpose. From early R&D, through complex regulatory approvals and into production, our global laboratory network of scientists, engineers, and technologists support customers to achieve assurance over product quality, sustainable outcomes, and market access.

While we are proud of our global reach, working at Element feels like being part of a smaller company. We empower you to take charge of your career, and reward excellence and integrity with growth and development.

Industries across the world depend on our care, attention to detail and the absolute accuracy of our work. The role we have to play in creating a safer world is much bigger than our organization.

Diversity Statement

At Element, we always take pride in putting our people first. We are an equal opportunity employer that recognizes diversity and inclusion as fundamental to our Vision of becoming "the world's most trusted testing partner".

All suitably qualified candidates will receive consideration for employment on the basis of objective work related criteria and without regard for the following: age, disability, ethnic origin, gender, marital status, race, religion, responsibility of dependents, sexual orientation, or gender identity or other characteristics in accordance with the applicable governing laws or other characteristics in accordance with the applicable governing laws.