Admin Operations Specialist I

About the Role

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. 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.

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.

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.

Benefits

• 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