Administrative Assistant

About the role

PreciLab, a Scientific Safety Alliance company, is seeking an Administrative Assistant to support the business operations of its ultra-trace contamination analysis laboratory in Carrollton, TX. This hands-on role owns customer invoicing, purchasing, and day-to-day office administration, serving as the first point of contact for customers. The position requires accuracy, follow-through, and close collaboration with lab staff, the Office Operations Manager, and SSA’s shared finance team.

Responsibilities

• Invoicing and Billing:
  • Enter and issue customer invoices for analytical testing in NetSuite and customer-specific billing portals.
  • Verify invoices against the job, quote, and purchase order before release to ensure billing matches delivered services.
  • Resolve billing queries and discrepancies with customers and internal teams; support issuance of credits or corrections when needed.
  • Assist the SSA accounts receivable team with collections, including past-due follow-ups and payment status updates.
  • Collect and process customer payment information accurately and confidentially.
  • Set up new customer accounts and maintain billing contacts, terms, and portal credentials.
• Purchasing and Vendor Coordination:
  • Create and manage purchase orders for laboratory consumables, equipment, spares, and office supplies.
  • Source suppliers, request quotes, place orders, and confirm lead times.
  • Track open orders, follow up on late deliveries, and reconcile packing slips and vendor invoices against POs.
  • Maintain vendor records (including Vendor Evaluations), pricing, and contact details; identify opportunities to consolidate spend.
  • Coordinate shipping and receiving paperwork, including courier bookings and sample logistics.
• Customer Support and Communication:
  • Answer and direct calls to the main administration line; manage the shared administration inbox.
  • Respond to customer requests quickly, clearly, and professionally; escalate technical questions as needed.
  • Support quoting and order acknowledgment processes; provide status updates where the lab has committed to a date.
  • Greet visitors and contractors; manage site sign-in procedures.
• Records, Documentation, and Quality:
  • Build and maintain organized electronic and paper filing systems for invoices, purchase orders, vendor records, and customer correspondence.
  • Write and update office procedures for invoicing and purchasing; keep documents under document control.
  • Pull records and evidence for internal and external audits, including ISO/IEC 17025 and customer audits.
  • Ensure records are retained and disposed of in line with company and accreditation requirements.
• Office and Operational Support:
  • Maintain office supplies, tidiness (5S), and functionality, including equipment such as printers and postage.
  • Provide administrative support to lab and management staff, including scheduling, travel booking, and expense processing.
  • Support onboarding logistics for new hires, such as equipment provision, access setup, and HR paperwork handoff.
  • Take on ad hoc projects to improve operations and see them through to completion.

Qualifications and Skills

• Core Competencies:
  • Strong attention to detail for accurate financial and administrative work.
  • Exceptional organization skills and ability to manage multiple priorities simultaneously.
  • Clear, professional written and verbal communication.
  • Ownership and follow-through; comfortable pursuing tasks to completion.
  • Sound judgment with confidential customer, financial, and employee information.
  • Problem-solving instinct; ability to investigate discrepancies independently.
• Technical Skills:
  • Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
  • Experience managing electronic filing systems.
  • Comfort learning new systems, including ERP, CRM, LIMS, and customer billing portals.
  • Working knowledge of NetSuite, QuickBooks, or similar accounting/ERP software (preferred).
  • Familiarity with standard office equipment and general office management procedures.
• Experience and Education:
  • High school diploma or equivalent required; associate degree or coursework in business, accounting, or administration is a plus.
  • 2+ years of experience in administrative, office coordination, billing, or purchasing roles.
  • Experience with invoicing, purchase orders, or accounts receivable strongly preferred.
  • Experience in a laboratory, manufacturing, engineering, or technical services environment is an advantage.
  • Exposure to a quality-accredited environment such as ISO/IEC 17025, ISO 9001, or similar is an advantage.

Work Environment and Expectations

• On-site role in Carrollton, TX; no remote or hybrid options.
• Standard business hours, Monday to Friday, with occasional flexibility around month-end or customer rush periods.
• Office located within an operating laboratory; general awareness of lab safety rules required.
• Fast-paced, detail-oriented environment with high standards for responsiveness, accuracy, and accountability.
• Team-oriented culture with close collaboration across the lab, management, and SSA shared services.
• Occasional lifting of office and lab supply deliveries up to 25 lbs.

Benefits

• Competitive hourly pay.
• Medical, dental, and vision coverage.
• 401(k) retirement plan.
• Paid time off.