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), 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.

• 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).

• 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.

• 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 approved documentation in systems (e.g., Cal Mapp).
• 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.

• Monitor work order status, “need by” dates, and priority items in Cal Mapp.
• 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.

• 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.

• 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 within internal teams and customers.
• Customer service mindset.
• Ability to multitask and adapt in a fast‑paced environment.
• Proficiency in business systems (e.g., Cal Mapp, email, databases).
• Basic understanding of shipping/compliance processes preferred.
• Reliable, team‑oriented, and able to maintain confidentiality.