Service Administrator

This role supports the Calibration Division by performing a variety of administrative, accounting, customer service, purchasing, receiving, and clerical functions. It is crucial in ensuring the efficient flow of equipment, documentation, vendor transactions, and customer communications throughout the calibration and repair process.

Responsibilities

• Perform administrative, accounting, and clerical duties in accordance with established procedures and accepted practices.
• Work from purchase orders, receivers, packing slips, schedules, and work orders.
• Maintain accurate records and data entry within company systems.
• Handle confidential and sensitive information with discretion.
• Manage multiple priorities and meet established deadlines.
• Process vendor orders and manage purchase order and company credit card transactions.
• Monitor vendor turnaround times and follow up to ensure timely completion of work.
• Receive supplies and materials into the purchasing module of the company’s computer system.
• Verify packing slips against purchase orders and report discrepancies.
• Assist with internal Return Material Authorization (RMA) creation.
• Receive customer equipment for calibration and repair and verify accuracy against packing slips and sales orders.
• Enter equipment and associated information into the company database and tracking systems.
• Print and distribute work orders generated from system templates.
• Deliver equipment and required paperwork to the laboratory for calibration processing.
• Package and prepare equipment for shipment, coordinating shipment details with customers.
• Enter carrier tracking information into company systems and communicate shipment and tracking details to customers.
• Effectively handle customer inquiries and escalations, maintaining a high level of professionalism.

Skills

• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Ability to work effectively in a team-oriented environment.
• Excellent organizational, time management, and multitasking skills.
• Ability to handle confidential and sensitive information with discretion.
• Strong attention to detail with a commitment to accuracy and quality.
• Dependability with excellent attendance and reliability.
• Strong problem-solving and decision-making skills.
• Ability to prioritize workload and meet deadlines despite changing priorities.

Qualifications

• High School Diploma or equivalent required.
• Must be a U.S. Citizen or possess Permanent Resident status.
• Associate Degree or equivalent post-secondary education preferred.
• Previous experience in calibration, manufacturing, service operations, logistics, shipping/receiving, or technical service environments is preferred.
• Experience with purchasing systems, inventory management, or ERP software.
• Familiarity with shipping processes, documentation, and carrier systems.
• Basic accounting or accounts payable experience.

Work Environment

The work environment is a combination of office and laboratory support settings. Frequent use of computers and standard office equipment is required. The role may require some overtime to meet business demands, and the candidate should be able to lift and carry up to 25 pounds. The candidate must be able to move equipment and materials between receiving, office, and laboratory areas. The work schedule is initially set from 8 AM to 5 PM, with potential flexibility to adjust to 7 AM to 4 PM or 9 AM to 5 PM. The environment is casual, allowing for blue jeans and polo shirts.

Pay

The pay range for this position is $25.00 - $27.00/hr.

Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Schedule

This is a Contract to Hire position based out of Beaverton, OR. The work schedule is initially set from 8 AM to 5 PM, with potential flexibility to adjust to 7 AM to 4 PM or 9 AM to 5 PM. The role may require some overtime to meet business demands.