Admin Operations Specialist

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), and Accounts Receivable (AR) support. 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.

• Inbound Package Processing – Receive, scan, log, and accurately distribute all incoming packages and paperwork within 2 hours of receipt, maintaining zero carryover daily.
• Outbound Shipment Processing – Prepare and process all outgoing shipments daily using UPS, Fed Ex, and internal shipping systems; complete end‑of‑day departure reports and verify accuracy before handoff to AR.
• Shipping System & Records Management – Operate and maintain all shipping software and equipment (UPS, Fed Ex, Cal Mapp, scanners, printers); log and save all tracking documentation to the designated network drive.
• Workspace & Material Management – Maintain a clean, organized, and safe shipping area throughout the day, including breakdown and disposal of boxes and ensuring equipment shelves are cleared and ready.
• Communication & Team Coordination – Respond to emails and phone calls in a timely manner; communicate proactively with the manager and team on workloads, deadlines, and schedule changes.
• Administrative & Operational Support – Submit and follow up on IT tickets, complete monthly supply requisitions, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.
• Regulatory Compliance – Ensure all shipments comply with applicable domestic and international shipping regulations, including ITAR, AES, Schedule B classifications, and hazardous materials guidelines.

• Inbound Equipment Inventory & Prioritization – Conduct accurate morning inventory of all incoming equipment, sorting by customer and delivery date while prioritizing emergency, expedite and rush orders, new accounts, and warranty equipment for timely processing.
• Work Order Generation & Documentation – Create work orders for incoming equipment with precise data entry and complete documentation; route equipment to the appropriate department for testing and processing while maintaining clear communication with team members across JM Test locations.
• Customer Pick‑Up Coordination – Manage customer pick‑up schedules by preparing equipment, verifying invoices, and assisting with payment processing as needed.
• Equipment Receiving & Database Management – Accurately receive, document, and distribute equipment through JM Test Systems transit database(s) while maintaining clear communication with team members across JM Test locations.
• Customer Equipment Intake – Assist customers with equipment drop‑off, ensuring accurate intake documentation of equipment, turnaround time expectations and customer contact information.
• Administrative & Operational Support – Submit and follow up on IT tickets, assist with departmental projects, and participate in meetings, training, and continuous improvement efforts.

• System Setup & Workload Prioritization – Open all necessary systems daily, monitor emails for special inspection requests, and prioritize workload using Cal Mapp by matching work orders to corresponding equipment.
• Equipment Inspection & Verification – Inspect test instruments for specifications, condition, and completeness; verify all accessories are present and accounted for.
• Tagging, Documentation & Accuracy – Stamp equipment with unique QA , confirm paperwork accuracy and completeness, review special customer requirements, and correct or route documentation errors as needed.
• Work Order Management & Approval – Record work order status and approve paperwork in Cal Mapp; print and distribute inspection or rejection reports accordingly.
• Failure Logging &…