Alicat Admin Specialist

Halma p.l.c; Tucson (AZ); Hybrid; USD 25,000 - 29,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Life and Disability Insurance Plans

401k with up to 5% match

Job summary

Alicat Scientific in Tucson, Arizona is seeking an Administrative Specialist to support order entry, billing, and customer service in a fast-paced, on-site environment.

You will process sales and service orders with precision, provide status updates, coordinate with Sales, Production, Service, Shipping and Finance, and help ensure accuracy of documentation and invoicing. 1–3 years of admin or order-processing experience and ERP familiarity are preferred.

Qualifications

• High school diploma or equivalent required.
• 1-3 years in order processing, customer service, or administrative support.
• Experience with ERP systems or similar platforms is a plus.

Responsibilities

• Enter customer sales orders into the system with a low error rate and strong attention to detail.
• Create and process service orders, ensuring all required documentation and customer information is captured.
• Provide customers with status updates on orders and billing as needed.
• Coordinate with Sales, Production, Service, Shipping and Finance teams to ensure accurate information and timely processing.
• Support billing accuracy and resolve discrepancies with customers or internal teams.

Skills

Attention to detail

Problem solving

Customer service

Team collaboration

Education

High school diploma or equivalent

Tools

ERP systems

MS Office

Job description

Instrumentation for better flow and pressure control

Empowering Scientific Discovery and Technological Advancement

Alicat Scientific manufactures custom mass flow and pressure meters and controllers for gas and liquid applications; also supports scientific discovery and the development of technology by equipping our customers with advanced flow and pressure instrumentation essential to innovation.

Company: Alicat

Function: Administration, Facilities & Secretarial

Job Type: Regular / Permanent

Role Type: Full time

Location: Tucson, Arizona

Job Description

Help grow a safer, cleaner, healthier future for everyone, every day.

Administrative Specialist

Employment Type: Full-time, Non-exempt

Schedule: Monday-Friday, 8am-5pm

Pay Range: $18-$21/hour

Reports To: Admin Manager

Join Alicat Scientific’s Administrative Team, a collaborative group of professionals who work together to support customers and advance science around the world. Alicat devices play critical roles in nearly every industry, enabling breakthroughs in fields ranging from space technology to renewable energy. As part of this mission, our Admin Specialists ensure every order is entered with precision so that each device is manufactured, shipped, and billed exactly to the customer’s needs.

We’re seeking someone with a curious mind and exceptional attention to detail, who enjoys solving problems, supporting teammates, and contributing to a high‑quality customer service.

Core Responsibilities

Sales Order Entry & Processing

• Enter customer sales orders into the system with a low error rate and strong attention
• Process incoming online orders, ensuring accurate order information and timely processing. Process verbal orders via incoming phone calls.
• Review orders for completeness, accuracy, and compliance with internal policies.
• Communicate with internal teams or customers if order information is missing or unclear.

Service Order Entry & Processing

• Create and process service orders, ensuring all required documentation and customer information is correctly captured.
• Provide customers with status updates on service orders upon request.
• Send proforma invoices to customers who are required to prepay before order processing or shipment.
• Ensure billing accuracy and resolve discrepancies with customers or internal teams.
• Follow up with internal teams or customers as needed to confirm payment status and next steps.

Customer Support

• Respond to customer inquiries regarding sales order and service order status and
• Provide clear, professional communication through email, phone, and internal systems.
• Assist customers with order-related issues and elevate complex cases to the Admin Manager when needed.
• Work closely with other Admin Specialists to manage daily workload and maintain
• Coordinate with Sales, Production, Service, Shipping and Finance teams to ensure
• Participate in team meetings and contribute to process improvement discussions.
• Provide guidance and support to international offices on:
• Ability to interpret order documentation and billing requirements.
• Familiarity with shipping processes and logistics coordination is a plus.
• Able to identify inconsistencies in orders and resolve issues proactively.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Detail oriented and reliable.
• Able to work in a fast‑paced environment with frequent changes in orders or tasks throughout the day.
• Experience with order management systems is a plus.

Qualifications

• High school diploma or equivalent required.
• 1-3 years of experience in order processing, customer service, or administrative support.
• Experience with ERP systems or similar platforms and external platforms is a plus.
• Proficiency in standard office computer software and systems.

This is an on‑site, desk‑based role involving regular computer use and phone‑based customer interaction throughout the day.

• Health, dental, and vision insurance
• Life and Disability Insurance Plans
• 401k with up to 5% match and vesting schedule