Administrative Operations Specialist

About JM Test Systems

JM Test Systems provides calibration, test and measurement equipment, and technical services across multiple business segments and service locations. We help customers in industrial, energy, manufacturing, and other demanding environments keep critical instruments accurate, compliant, and ready to perform.

Job Summary — The Opportunity

When a customer sends us equipment for calibration or repair, they want to know it's in good hands and when it will be back. As our Administrative Operations Specialist, you'll be the person who makes that happen, keeping equipment moving through our lab and keeping customers informed every step of the way.

In this role, you will support our calibration lab and electrical safety lab by tracking equipment from arrival to completion, coordinating with technicians, preparing service quotes, and making sure paperwork is complete so jobs can be billed on time. You'll also manage our PPE rotation and testing program and support accounts receivable. Reporting to the Administrative Manager, you'll be a key link between the lab, internal teams, and our customers.

You'll thrive here if you're highly organized, enjoy juggling priorities in a technical setting, and take pride in clear communication and accurate details. No prior CalMapp or Sage experience? No problem. We'll train you.

Key Responsibilities & Outcomes

·        Keep equipment moving. Route service requests and equipment to the right lab personnel, confirm need-by dates with technicians, and keep equipment status current in CalMapp so deadlines are met.

·        Stay ahead of priorities and delays. Maintain the HOT LIST of high-priority equipment, flag delays to management, and share updates with operations, customer service, and leadership.

·        Keep customers informed. Respond to status calls and inquiries, provide updates on delays, estimates, and timelines, and resolve concerns or escalate them when needed.

·        Support accurate, on-time billing. Review work orders and paperwork for completeness, generate calibration and repair quotes using validated pricing, and track approvals so jobs are ready to invoice.

·        Manage the PPE rotation program. Schedule and track PPE rotation and testing in line with NFPA 70E, coordinate with vendors on inspection and replacement, and maintain inventory and compliance records.

·        Turn data into insight. Build and maintain reports and dashboards on production, backlog, equipment status, labor hours, and billing to help leadership see how the lab is performing.

·        Keep the team connected. Prepare meeting agendas, record outcomes, post updates to the internal Wiki, and submit purchase orders and outsourcing documents on time.

What You Bring

·        Required: High school diploma or equivalent.

·        Required: 3+ years of administrative, workflow coordination, or customer service experience in a technical or operational environment.

·        Required: Strong organization and attention to detail, with the ability to manage multiple priorities, meet deadlines, and work independently.

·        Required: Excellent written and verbal communication and a professional, customer-focused approach.

·        Required: Proficiency with Microsoft Office, including Outlook, Word, and Excel.

·        Preferred: Associate's degree, accounts receivable experience, or an understanding of accounting and bookkeeping principles.

Why JM Test Systems?

You'll play a central role in how our lab serves customers, work closely with technicians and leaders who rely on you, and build valuable skills in calibration workflow, safety compliance, and reporting. We provide training on our systems and support your growth as you take on more.

Benefits

·        Medical, dental, and vision insurance

·        HSA with employer contribution

·        Paid time off and company holidays

·        401(k) retirement plan with company matching

·        Company-paid life insurance

·        Supplemental insurance policies

·        Training and development opportunities

·        Opportunities for continued growth within JM Test Systems

Equal Opportunity Employer

JM Test Systems is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.