Alicat Admin Specialist

Alicat-Scientific; Tucson (AZ); On-site; 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 is hiring an Administrative Specialist in Tucson, on-site. The role focuses on accurate sales and service order entry, billing support, and customer communications.

You will coordinate with Sales, Production, Service, Shipping and Finance to ensure timely and precise order handling. A high attention to detail and strong organizational skills are essential for success in this fast-paced environment.

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 is a plus.
• Proficiency in standard office software and systems.
• Detail oriented and reliable.

Responsibilities

• Enter customer sales orders into the system with a low error rate and strong attention to detail.
• Process incoming online orders and verbal orders via phone calls.
• Review orders for completeness, accuracy, and compliance with internal policies.
• Create and process service orders, ensuring all required documentation and customer information is captured.
• Send proforma invoices to customers who are required to prepay before order processing or shipment.
• Respond to customer inquiries regarding order status and shipping details.
• Collaborate with Sales, Production, Service, Shipping and Finance teams to ensure smooth order handling.

Skills

Attention to detail

Strong organizational skills

Customer service

ERP systems

Education

High school diploma or equivalent

Tools

ERP systems

Job description

Help grow a safer, cleaner, healthier future for everyone, every day.Administrative SpecialistLocation: Tucson, Arizona (On-site)Employment Type: Full-time, Non-exemptSchedule: Monday-Friday, 8am-5pmPay Range: $18-$21/hourReports 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 ResponsibilitiesSales 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 questionsRequired 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 EnvironmentThis 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 LeaveNot the right fit? Let us know you're interested in a future opportunity by clicking Introduce Yourself in the top-right corner of the page or create an account to set up email alerts as new job postings become available that meet your interest!