Calibration Lab Operations Coordinator

JM Test Systems, Inc.; Pennsylvania; On-site; USD 42,000 - 64,000; 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-m–

Company-paid life insurance

Supplemental insurance policies

Training and development opportunities

Growth opportunities within JM Test S"

Job summary

JM Test Systems is seeking an Administrative Operations Specialist to support calibration and safety labs. You will track equipment from arrival to completion, coordinate with technicians, prepare service quotes, and ensure paperwork is complete for timely invoicing.

You will also manage the PPE rotation program, support accounts receivable, and report on production metrics. Training will be provided, and you will report to the Administrative Manager.

Qualifications

• High school diploma or equivalent.
• 3+ years of administrative, workflow coordination, or customer service experience in a technical or operational environment.
• Strong organization and attention to detail, with the 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 accounting knowledge.

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 elevate 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 inline 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

Strong organization

Attention to detail

Excellent written and verbal comms

Ability to manage multiple priorities

Education

High school diploma or equivalent

Associate's degree (preferred)

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

JM Test Systems is seeking an Administrative Operations Specialist to support calibration and safety labs. You will track equipment from arrival to completion, coordinate with technicians, prepare service quotes, and ensure paperwork is complete for timely invoicing.

You will also manage the PPE rotation program, support accounts receivable, and report on production metrics. Training will be provided, and you will report to the Administrative Manager.