Alicat Admin Specialist

Halma plc; 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 and vesting

Tuition reimbursement

Earned PTO

Paid holidays

Parental Leave

Job summary

Alicat Scientific in Tucson, Arizona is seeking an Administrative Specialist to support customers by ensuring precise order entry, accurate processing, and timely billing of devices and services. This on-site role follows a Monday–Friday schedule from 8am to 5pm with a $18–$21 hourly wage.

You will collaborate with Sales, Production, Shipping and Finance to resolve issues, maintain order accuracy, and provide clear updates to customers.

Qualifications

• High school diploma or equivalent required.
• 1-3 years of order processing or customer service experience.
• Experience with ERP systems or similar platforms.
• Proficiency in standard office software.
• Strong attention to detail and problem-solving skills.

Responsibilities

• Enter customer sales orders with accuracy in the system.
• Process online and verbal orders and ensure compliance with policies.
• Create and process service orders with complete documentation.
• Send proforma invoices and ensure billing accuracy; follow up on payment status.
• Coordinate with Sales, Production, Shipping and Finance to ensure smooth order handling.

Skills

Attention to detail

Organizational skills

Order processing

ERP systems

Multitasking

Shipping/logistics

Education

High school diploma or equivalent

Tools

ERP systems

Office software

Job description

## Alicat Admin SpecialistApply: Tucson: Full time: Posted Yesterday: JR26\\_001055Help grow a safer, cleaner, healthier future for everyone, every day.**Administrative Specialist****Location**: Tucson, Arizona (On-site)**Employment Type**: Full-time, Non-exempt**Schedule**: Monday-Friday, 8am-5pm**Pay Range**: $18-$21/hour**Reports To**: Admin ManagerJoin 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 attentionto detail.• Process incoming online orders, ensuring accurate order information and timelyprocessing. 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 orunclear.Service Order Entry & Processing• Create and process service orders, ensuring all required documentation and customerinformation is correctly captured.• Provide customers with status updates on service orders upon request.Billing• Send proforma invoices to customers who are required to prepay before orderprocessing 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 andnext steps.Customer Support• Respond to customer inquiries regarding sales order and service order status andshipping details.• Provide clear, professional communication through email, phone, and internalsystems.• Assist customers with order-related issues and escalate complex cases to the AdminManager when needed.**Collaboration & Teamwork**• Work closely with other Admin Specialists to manage daily workload and maintainteam service levels.• Coordinate with Sales, Production, Service, Shipping and Finance teams to ensuresmooth order handling.• Participate in team meetings and contribute to process improvement discussions.• Provide guidance and support to international offices on:○ Order entry processes○ Shipping documentation○ Billing requirements○ System or process questions**Required Skills & Competencies**• 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 tasksthroughout 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 administrativesupport.• Experience with ERP systems or similar platforms and external platforms is a plus.• Proficiency in standard office computer software and systems.**Work Environment**This is an on-site, desk-based role involving regular computer use and phone-based customer interaction throughout the day.**Benefits:**• Health, dental, and vision insurance• Life and Disability Insurance Plans• 401k with up to 5% match and vesting schedule• Tuition reimbursement• Earned PTO• Paid holidays• Parental Leave