Administrative Operations Specialist

About The Role

The Administrative Operations Specialist II is a hands‑on, cross‑functional role that keeps equipment, documentation, and inventory moving smoothly across Quality Assurance, Receiving, and Rental Operations. This position is ideal for someone who enjoys structure, accuracy, and variety—and who takes pride in keeping operations organized, compliant, and on schedule.

You’ll work closely with internal teams to inspect and process equipment, maintain system accuracy, support on‑time delivery, and ensure customer and internal requirements are met. Your work directly impacts turnaround time, quality standards, and customer satisfaction.

• Inspect incoming and returned equipment for condition, completeness, and compliance with specifications
• Verify documentation accuracy, apply QA identification, and route exceptions for correction
• Review customer‑specific requirements and ensure proper handling and records
• Update work order status and approvals in Cal Mapp
• Track equipment issues, failures, and inspection outcomes
• Complete daily productivity and status reporting

• Receive, sort, and prioritize incoming shipments by customer need‑by date, rush status, and warranty requirements
• Create accurate work orders and documentation for incoming equipment
• Coordinate customer pick‑ups, prepare equipment, and verify invoices and payment details
• Maintain organized, accurate inventory flow between receiving, QA, and lab teams

• Process returned rental equipment within established timelines
• Clean, inspect, and prepare rental assets for calibration and re‑rental
• Verify accessories, asset numbers, and equipment readiness
• Track and document missing items or damage and coordinate resolution
• Prepare rental orders to meet customer delivery deadlines
• Communicate with customers regarding rental documentation, certifications, and return instructions
• Maintain rental databases, files, and accessory inventory

• Keep QA and rental inventory areas clean, organized, and audit‑ready
• Support cross‑department communication to ensure smooth daily operations
• Assist with process improvements and seasonal workload demands

• High school diploma or equivalent (Associate’s degree preferred)
• 2–4 years of experience in shipping, receiving, inventory control, or rental operations
• Strong attention to detail and ability to manage multiple priorities
• Comfortable working in a fast‑paced, process‑driven environment
• Proficiency with Microsoft Office (Outlook, Excel, Word)
• Clear, professional communication skills

• Experience in a technical, laboratory, or equipment‑based environment
• Familiarity with shipping regulations and documentation (ITAR, AES, Schedule
  
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• Knowledge of PPE, rental equipment maintenance, or claims processing
• Experience with inventory systems

• Medical, dental, and vision insurance with HSA option
• Two weeks of paid vacation upon hire, plus paid holidays and sick time
• 401(k) with company match
• Life and disability insurance
• Employee Assistance Program (EAP)
• Training and growth opportunities