Admin Operations Specialist I

Job Summary:

The Admin Operations Specialist III is a versatile team member who supports multiple critical administrative functions across operations. This role may encompass two or more areas, ranging from Level I to Level III responsibilities in alignment with the JM Progression framework. The ideal candidate thrives in a fast-paced environment, demonstrates strong organization, and works proactively across teams to ensure accuracy, efficiency, and clear communication that supports seamless business operations.

Key Responsibilities:

Onsite Administration:

·         Lead coordination of onsite projects from planning through execution, QA, and billing, ensuring alignment with scope, timelines, and service expectations.

·         Serve as the primary liaison between customers, Service Representatives, technicians, and internal teams to ensure clear communication and successful delivery.

·         Confirm job scope, site requirements, and technician qualifications; coordinate schedules, resources, and job readiness (equipment, PPE, job kits).

·         Manage recurring project timelines, approvals, and jobsite readiness, ensuring all pre-job requirements are met.

·         Monitor project progress, proactively address risks or delays, and ensure timely updates to stakeholders.

·         Oversee post-job closeout, including documentation review, QA coordination, billing alignment, and customer follow-up.

·         Track returned equipment, coordinate lab evaluations, and manage quoting and follow-up for additional services.

·         Maintain strong customer relationships while ensuring compliance with safety, quality, and regulatory standards.

Quality Assurance:

• Open all necessary systems daily and monitor emails for special inspection requests.
• Prioritize workload using daily “Hot Lists” and match work orders to corresponding equipment.
• Inspect test instruments for specifications, condition, completeness, and verify all accessories.
• Stamp equipment tags with unique QA ID and confirm paperwork accuracy and completeness.
• Review special customer requirements, correct documentation errors, and route for correction as needed.
• Record work order status and approve paperwork using CalMapp.
• Print and distribute inspection or rejection reports accordingly.
• Log equipment failures and perform QA tagging across multiple locations as required.
• Complete and submit daily productivity reports.

Cross Functional Administrative Support:

•         Provide front office support, including answering phones, greeting customers, and assisting with general inquiries in a professional and timely manner.

•         Serve as a primary point of contact for customer assistance, routing requests, providing updates, and ensuring a positive customer experience.

•         Maintain organization of front office areas, documentation, and communication flow to support daily operations.

•         Assist with additional administrative and office support tasks as needed to ensure smooth and efficient business operations.

Skills and Qualifications:

•         High school diploma required; associate’s degree or relevant experience preferred.

•         3–5+ years of administrative or operations experience in a fast-paced environment.

•         Strong coordination and organizational skills with the ability to manage multiple priorities.

•         Experience supporting cross-functional teams and communicating with customers and technicians.

•         Customer-focused with professional communication and problem-solving abilities.

•         Proficient in Microsoft Office; experience with ERP or tracking systems preferred.

•         High attention to detail with the ability to review and ensure accuracy of documentation.

•         Familiarity with QA processes or compliance standards (ISO/safety) is a plus.

What We Offer:

• Stable, full-time employment
• Comprehensive benefits package, including:
• • Medical, Dental, and Vision insurance
  • HSA with employer contribution
• 401(k) with company match
• Paid time off, including vacation, sick time, and major holidays
• Opportunities for growth within the organization