Office and Logistics Support Specialist

Lab-Machines, Inc.; Lehighton (Carbon County); On-site; USD 60,000 - 80,000; Full time

Job summary

Lab-Machines, Inc. is seeking an Office & Logistics Support Specialist to join our small, hands-on team.

The role blends customer service, billing, and business administration with inventory, shipping, receiving, and recordkeeping. You will work directly with the owner and the CAO, handling invoices, PO documentation, payments, onboarding suppliers, and data management to keep daily operations accurate and efficient.

Qualifications

• Strong customer service via professional emails.
• Ability to prepare invoices and PO docs.
• Experience with payment follow-up and collections.
• Maintain accurate billing and business records.
• Onboarding and documentation management.

Responsibilities

• Provide high-quality customer service to business customers, primarily through professional email communication.
• Prepare customer invoices, process purchase order documentation, and follow up regarding missing or incorrect purchase orders.
• Manage customer payment follow-up and collections activity, including communicating with customers, billing offices, and third-party payors.
• Investigate payment delays, provide requested documentation, and track unresolved items through completion.
• Maintain accurate billing and payment-tracking records.
• Manage customer vendor/supplier onboarding, forms, portals, and documentation, including W-9s, Certificates of Insurance, banking/payment information, tax-exemption certificates, and related business records.
• Maintain accurate customer, billing, purchase order, vendor/supplier, and related business records

Skills

Customer service

Billing

Data management

Recordkeeping

Independent work

Job description

• Reports to: Chief Administrative Officer (CAO)
• Salary: $60k–80k per year DOE
• Schedule: Monday–Friday, 9am–5pm with additional hours as required

OVERVIEW:

Lab-Machines, Inc. is seeking an Office & Logistics Support Specialist to join our small, specialized team who wants to become a dependable, long-term member of the organization as it continues to grow. This is a hands-on, non-management position combining customer and business administration with inventory, shipping, receiving, recordkeeping, research, and project support.

This is not a traditional administrative desk job or a warehouse-only position.

The ideal candidate is comfortable working directly with the business owner and the Chief Administrative Officer on a daily basis and is experienced, dependable, highly organized, comfortable working independently, and able to take ownership of responsibilities without requiring constant direction. Because we are a small company, individual contributions are visible and this position plays an important role in keeping our day-to-day business operations running smoothly.

ABOUT LAB-MACHINES:

Lab-Machines, Inc. is a specialized company serving customers in the laboratory automation industry. We provide field service, repair, preventive maintenance, and technical support for sophisticated laboratory automation equipment used by biotechnology, pharmaceutical, research, and other scientific organizations. We are a small company by design. Employees work directly with company leadership, responsibilities are meaningful, and our environment is collaborative, practical, and hands-on rather than highly departmentalized or corporate. Our workplace is informal and non-traditional, with office, inventory, shipping, and equipment-related activities occurring within the same environment. We value professionalism without unnecessary formality and place a high value on accuracy, reliability, initiative, good judgment, communication, and follow-through.

ESSENTIAL JOB FUNCTIONS:

Customer Service, Billing & Business Administration

• Provide high-quality customer service to business customers, primarily through professional email communication.
• Prepare customer invoices, process purchase order documentation, and follow up regarding missing or incorrect purchase orders.
• Manage customer payment follow-up and collections activity, including communicating with customers, billing offices, and third-party payors.
• Investigate payment delays, provide requested documentation, and track unresolved items through completion.
• Maintain accurate billing and payment-tracking records.
• Manage customer vendor/supplier onboarding, forms, portals, and documentation, including W-9s, Certificates of Insurance, banking/payment information, tax-exemption certificates, and related business records.

Records, Contracts & Data Management

• Maintain accurate customer, billing, purchase order, vendor/supplier, and related business records