Administrative Operations Lead

Main Responsibilities

• Serve as the primary coordination point for office operations and service support activities
• Support service and sales teams through quoting, scheduling, and operational coordination
• Manage purchasing activities and vendor coordination
• Oversee shipping and receiving processes from the office
• Cook up calibration activities with customers and external partners
• Organize and track building maintenance and service schedules

Key Responsibilities

• OFFICE OPERATIONS
• Quoting Support: Prepare and manage service and maintenance quotes in coordination with service and sales teams
• Scheduling: Coordinate calibration schedules and service activities with customers and external partners
• Purchasing: Manage purchase orders, vendor coordination, and supply tracking
• Shipping & Receiving: Oversee incoming and outgoing shipments, ensuring accuracy and timely processing
• Service Coordination: Support service execution by aligning internal teams, schedules, and materials

• FACILITY & ADMINISTRATION
• Building Maintenance: Organize and track maintenance schedules, vendor visits, and facility needs
• Vendor Management: Coordinate with service providers for building, calibration, and office support services
• Office Organization: Maintain an efficient and organized office environment that supports daily operations

Cross-functional

• Act as a key link between service, sales, and administrative functions
• Ensure timely communication and follow-up across internal teams and external partners
• Support continuous improvement of operational processes and workflows

What Success Looks Like

• Service and calibration activities are scheduled and executed efficiently
• Quotes and purchasing processes are accurate and completed on time
• Shipping and receiving operations run smoothly with minimal delays
• Building maintenance and vendor activities are well organized and proactive
• Internal teams feel supported and operations run without disruption

Core Skills

• Experience in office operations, service coordination, or administrative support
• Strong organizational and multitasking skills
• Attention to detail in quoting, purchasing, and documentation
• Able to manage schedules and coordinate across multiple priorities
• Comfort working with vendors, service providers, and internal teams

Cross-functional Skills

• Strong communication across service, sales, and administrative teams
• Able to coordinate activities across multiple stakeholders
• Problem-solving mindset with a focus on efficiency and follow-through
• Able to balance daily operational tasks with longer-term planning

Personal Traits

• Highly organized and detail-oriented
• Proactive and reliable in managing responsibilities
• Hands-on and responsive to operational needs
• Collaborative and team-oriented

Required Competencies & Tools

• Strong verbal and written communication skills
• Experience with Microsoft 365 tools including Outlook, Excel, and Teams
• Experience with ERP or purchasing systems preferred
• Familiarity with shipping and logistics processes
• Experience Minimum of 3 years of experience in office operations, administrative coordination, or service support
• Experience in a technical or industrial environment preferred
• Education Associate or Bachelor’s degree in Business, Operations, or related field preferred