Administrative Operations Specialist

Jm Test Systems • Mount Braddock, PA

1d

About The Position

JM Test Systems provides calibration, test and measurement equipment, and technical services across multiple business segments and service locations. The Administrative Operations Specialist supports the calibration lab and electrical safety lab by tracking equipment from arrival through completion, coordinating with technicians, preparing service quotes, and ensuring paperwork is complete so jobs can be billed on time. The role also manages the PPE rotation and testing program and supports accounts receivable.

Reporting to the Administrative Manager, this position connects the lab, internal teams, and customers. The specialist keeps equipment moving through the labs, maintains accurate status information, communicates timelines and delays to customers, and helps leadership monitor lab performance through reports and dashboards. Training is provided for CalMapp and Sage.

Requirements

• High school diploma or equivalent.
• At least 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.

Nice To Haves

• Associate's degree.
• Accounts receivable experience.
• Understanding of accounting and bookkeeping principles.

Responsibilities

• Route service requests and equipment to the appropriate lab personnel, confirm need-by dates with technicians, and keep equipment status current in CalMapp.
• Maintain the HOT LIST of high-priority equipment, flag delays to management, and share updates with operations, customer service, and leadership.
• Respond to customer status calls and inquiries, provide updates on delays, estimates, and timelines, and resolve or escalate concerns.
• Review work orders and paperwork for completeness, generate calibration and repair quotes using validated pricing, and track approvals so jobs are ready to invoice.
• Schedule and track PPE rotation and testing in line with NFPA 70E, coordinate vendor inspections and replacements, and maintain inventory and compliance records.
• Build and maintain reports and dashboards on production, backlog, equipment status, labor hours, and billing.
• Prepare meeting agendas, record outcomes, post updates to the internal Wiki, and submit purchase orders and outsourcing documents on time.
• Support accounts receivable.

Benefits

• Medical, dental, and vision insurance.
• HSA with employer contribution.
• Paid time off and company holidays.
• 401(k) retirement plan with company matching.
• Company-paid life insurance.
• Supplemental insurance policies.
• Training and development opportunities.
• Opportunities for continued growth within JM Test Systems.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED