Admin Operations Specialist

Job Summary

At JM Test Systems, we are looking for someone who enjoys keeping operations organized, supporting multiple teams, and helping daily business processes run smoothly. As an Admin Operations Specialist I, you will work across several administrative functions including Shipping, Receiving, Quality Assurance, Accounts Receivable support, and Front Office Administration. Your work will play an important role in maintaining accuracy, communication, and efficiency throughout our operations.

If you thrive in a fast‑paced environment, enjoy multitasking, and take pride in supporting both internal teams and customers, we encourage you to apply.

• Coordinate equipment movement across departments and with third-party carriers
• Prepare equipment for shipment including labeling, packaging, palletizing, and documentation
• Generate shipping documentation and ensure alignment between shipments, paperwork, and invoices
• Monitor inventory accuracy and assist with resolving damaged or missing shipment issues
• Ensure compliance with shipping regulations including ITAR, AES, Schedule B, and hazardous materials requirements
• Process returned equipment for repair, calibration, or factory return with accurate documentation and system updates

• Receive, document, and verify incoming shipments, rentals, and customer equipment
• Sort and prioritize incoming shipments based on timelines and customer urgency
• Generate work orders with accurate data entry and complete documentation
• Route equipment to appropriate departments for processing
• Coordinate customer pick‑ups, invoice verification, and payment support

• Review equipment and documentation for accuracy, completeness, and customer requirements
• Match work orders to equipment and prioritize daily workflow items
• Identify and correct documentation errors or route items for correction
• Update work order statuses and approve documentation within company systems
• Generate inspection and rejection reports and support QA tracking processes

• Monitor work order timelines and communicate updates regarding delays or priority items
• Review completed work orders for billing accuracy and processing
• Assist with quote preparation, updates, and customer approvals

• Greet visitors, vendors, and customers while maintaining a professional front office presence
• Answer and direct incoming calls to appropriate departments
• Perform filing, scanning, data entry, and record maintenance
• Support internal teams with document coordination, scheduling, and administrative follow‑up tasks
• Provide backup administrative support across departments as needed

• High school diploma or equivalent required
• 2 to 4 years of experience in administrative, operations, or support roles
• Strong attention to detail and data accuracy
• Excellent organization and time management skills
• Clear and professional communication skills with customers and internal teams
• Customer service mindset with strong problem‑solving abilities
• Ability to multitask and adapt in a fast‑paced environment
• Proficiency with business systems, databases, email, and operational software
• Basic understanding of shipping and compliance processes preferred
• Reliable, team‑oriented, and able to maintain confidentiality

• Stability and long‑term career growth opportunities
• Medical, Dental, and Vision Insurance
• HSA with Employer Contributions
• 401(k) with Company Match
• Paid Vacation, Sick Time, Birthday Time, and Holidays
• Employer‑Paid Life Insurance
• Family‑oriented culture focused on Quality, Responsiveness, and Integrity

If you are looking for an opportunity to grow your career while supporting multiple operational functions within a fast‑paced and team‑oriented environment, we encourage you to apply for the Admin Operations Specialist I position with JM Test Systems.