Admin Operations Specialist I

Job Summary: 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.

Key Responsibilities:

Shipping

·         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).

Receiving:

·         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.

Quality Assurance:

·         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.

AR Support:

·         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.

Front Office / Administrative Support

·         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.

Skills and Qualifications:

·         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)

·         Basic understanding of shipping/compliance processes preferred

·         Reliable, team-oriented, and able to maintain confidentiality