Admin 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 Every instrument that comes through our doors has to be received, tracked, inspected, quoted, and shipped back correctly. As an Administrative Operations Specialist, you'll keep that flow moving, making sure customer equipment gets where it needs to go and nothing falls through the cracks.

In this role, you will support two or more key areas of our operations, such as Shipping, Receiving, Quality Assurance, and Accounts Receivable support. Working across departments, you'll process packages and equipment, create and manage work orders in CalMapp, inspect and tag instruments, prepare quotes, and keep customers and teammates informed.

You'll thrive here if you're highly organized, enjoy variety, and take pride in accuracy. Prior experience in shipping, receiving, QA, or AR support is a plus, but not required.

Key Responsibilities & Outcomes

• Keep shipments moving. Process all incoming packages within 2 hours of receipt with zero daily carryover, and prepare outgoing UPS and FedEx shipments that meet ITAR, AES, and hazmat requirements.
• Receive and route equipment. Inventory incoming equipment each morning, prioritize rush, warranty, and new-account orders, create accurate work orders, and route equipment to the right department.
• Serve customers at the counter. Handle equipment drop-offs and pick-ups, capture accurate intake details, verify invoices, and assist with payments.
• Protect quality. Inspect instruments for specifications, condition, and completeness, apply QA tags, verify paperwork, approve work orders in CalMapp, and log failures.
• Stay on top of work orders. Monitor need-by dates, maintain the daily hot list, follow up on overdue items, and keep technicians, managers, and customers informed of delays.
• Support accurate billing. Prepare and update calibration and repair quotes, obtain customer approval, and verify completed work orders before routing them to AR Billing.
• Keep things organized. Maintain clean, safe work areas, accurate records and reports, and take part in team projects, training, and continuous improvement.

What You Bring

• Required: High school diploma or equivalent.
• Required: Basic computer skills, including Microsoft Outlook, typing, and navigating multiple systems.
• Required: Strong attention to detail and accuracy in data entry and documentation.
• Required: Excellent organization and time management, with the ability to multitask in a fast-paced environment.
• Required: Clear, professional communication and a customer service mindset, especially when managing quotes or delays.
• Required: Reliable, team-oriented, and able to maintain confidentiality.
• Preferred: Experience with UPS and FedEx shipping programs and claims, data entry, QA, or AR support, work order software, or shipping compliance such as ITAR and hazmat.

Schedule & Work Environment

• 40-hour week, Monday through Friday
• Lab-based, indoor work environment

Why JM Test Systems? You'll learn multiple parts of the business, from shipping and receiving to quality and billing support, which builds skills and opens doors for growth. You'll work with a team that values accuracy and service, in a stable role with a predictable Monday–Friday schedule.

Benefits

• Medical, dental, and vision insurance
• HSA with employer contribution
• Paid time off, including vacation, sick leave, your birthday, 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.