Administrative Assistant

Scientific Safety Alliance•Carrollton, TX

13d•$53,000 - $55,000•Onsite

About The Position

The Administrative Assistant keeps the business side of the laboratory running. This role owns customer invoicing, purchasing, and day to day office administration, and is the first point of contact for customers calling or emailing the lab. It is a hands-on, execution-focused role. Work is measured on accuracy and follow-through: invoices that go out correctly and on time, purchase orders that land with the right vendor at the right price, records that stand up to an audit, and customers who get a clear answer quickly. The Administrative Assistant works closely with lab staff, the Office Operations Manager, and SSA's shared finance team.

Requirements

Strong attention to detail; the work involves numbers that have to be right
Strong organization skills and the ability to manage multiple priorities at once
Clear, professional written and verbal communication
Ownership and follow-through; comfortable chasing something until it is finished
Sound judgement with confidential customer, financial, and employee information
Problem solving instinct; able to work out why something does not reconcile rather than passing it along
Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
Electronic filing system management
Comfortable learning new systems, including ERP, CRM, LIMS, and customer billing portals
Familiarity with standard office equipment and general office management systems and procedures
High school diploma or equivalent required
2+ years of experience in an administrative, office coordination, billing, or purchasing role
Experience with invoicing, purchase orders, or accounts receivable strongly preferred
Office based within an operating laboratory; general awareness of lab safety rules is required
Fast-paced and detail-oriented, with high standards for responsiveness, accuracy, and accountability
Team-oriented, with close collaboration across the lab, management, and SSA shared services

Nice To Haves

associate degree or coursework in business, accounting, or administration is a plus
Working knowledge of NetSuite, QuickBooks, or similar accounting or ERP software (preferred)
Experience in a laboratory, manufacturing, engineering, or other technical services environment is an advantage
Exposure to a quality-accredited environment such as ISO/IEC 17025, ISO 9001, or similar is an advantage

Responsibilities

Enter and issue customer invoices for analytical testing in NetSuite and in customer-specific billing portals
Check invoices against the job, quote, and purchase order before release, so billing matches what was actually delivered
Resolve billing queries and discrepancies with customers and internal teams, and support in issue credits or corrections when needed
Support accounts receivable collections alongside the SSA AR team, including past due follow up and payment status updates
Collect and process customer payment information accurately and confidentially
Set up new customer accounts and keep billing contacts, terms, and portal credentials current
Create and manage purchase orders for laboratory consumables, equipment, spares, and office supplies
Source and contact suppliers, request quotes, place orders, and confirm lead times
Track open orders, chase late deliveries, and reconcile packing slips and vendor invoices against POs
Maintain vendor records (Vendor Evaluations), pricing, and contact details, and flag opportunities to consolidate spend
Coordinate shipping and receiving paperwork, including courier bookings and inbound and outbound sample logistics
Answer and direct calls to the main administration line and manage the shared administration inbox
Respond to customer requests quickly, clearly, and professionally, and escalate technical questions to the right person
Support quoting and order acknowledgement, and keep customers updated on status where the lab has committed to a date
Greet visitors and contractors and manage site sign in
Build and maintain an organized electronic and paper filing system for invoices, purchase orders, vendor records, and customer correspondence
Write and update office procedures covering invoicing and purchasing, and keep them under document control
Pull records and evidence for internal and external audits, including ISO/IEC 17025 and customer audits
Keep records retained and disposed of in line with company and accreditation requirements
Keep the office stocked, tidy (5S), and functioning, including equipment such as printers and postage
Provide administrative support to lab and management staff, including scheduling, travel booking, and expense processing
Support onboarding logistics for new hires, such as equipment, access, and paperwork handoff to HR
Take on ad hoc projects that make the operation run better, and see them through to completion