Admin Operations Specialist I

Jm Test Systems•Mobile, AL

About The Position

The Admin Operations Specialist is a versatile team member responsible for supporting multiple critical administrative functions across operations. This role encompasses two or more Level I admin areas, such as Shipping, Receiving, Quality Assurance (QA), Accounts Receivable (AR) support, and Front Office Administration. The ideal candidate thrives in a fast-paced environment, is highly organized, and brings a proactive mindset to cross-functional collaboration. By working across departments, the Admin Operations Specialist plays a key role in maintaining accuracy, efficiency, and strong internal communication to support overall business operations.

Requirements

High school diploma or equivalent required
2–4 years of experience in administrative, operations, or support roles
Strong attention to detail and data accuracy
Excellent organization and time management skills
Clear, professional communication with internal teams and customers
Customer service mindset
Ability to multitask and adapt in a fast-paced environment
Proficiency in business systems (e.g., CalMapp, email, databases)

Nice To Haves

Basic understanding of shipping/compliance processes preferred
Reliable, team-oriented, and able to maintain confidentiality

Responsibilities

Coordinate the movement of equipment across departments and with third-party carriers (domestic and international).
Receive, document, and verify incoming shipments, including customer equipment, rentals, and purchased items.
Prepare equipment for shipment (boxing, palletizing, labeling) in accordance with customer and regulatory requirements, including hazardous materials.
Process returned equipment for repair, calibration, or factory return with accurate documentation and system updates.
Generate shipping documentation, verify purchase orders, and ensure alignment between shipments, paperwork, and invoices.
Monitor inventory accuracy, investigate discrepancies, and manage damaged or missing shipments, including claims.
Ensure compliance with applicable shipping regulations (ITAR, AES, Schedule B, hazmat).
Sort and prioritize incoming shipments based on customer, delivery timelines, and urgency (rush, warranty, new accounts).
Generate work orders with accurate data entry and complete documentation.
Route equipment to appropriate departments for processing.
Coordinate customer pick-ups, including preparation of equipment, invoice verification, and payment support.
Review equipment and documentation for accuracy, completeness, and customer requirements.
Match work orders to equipment and prioritize using daily “Hot Lists.”
Identify and correct documentation errors or route for correction as needed.
Update work order status and approve documentation in systems (e.g., CalMapp).
Generate and distribute inspection or rejection reports.
Log equipment failures, perform QA tagging, and support multi-location QA processes.
Track and report daily QA productivity.
Monitor work order status, “need by” dates, and priority items in CalMapp.
Follow up on overdue work orders and communicate status updates with internal teams.
Notify customers of delays and support coordination of rush orders.
Review completed work orders for accuracy and route to billing.
Assist with quote preparation, updates, and obtaining customer approvals.
Greet visitors, vendors, and customers and maintain a professional front office presence.
Answer and direct incoming calls to the appropriate departments.
Perform general administrative tasks including filing, scanning, data entry, and record maintenance.
Support internal teams with document coordination, follow-ups, and basic scheduling.
Provide backup administrative support across departments as needed.