Administrative Assistant

Job description

Administrative Assistant Location : Carrollton, TX (on site) Business : PreciLab, a Scientific Safety Alliance company Reports to : Office Operations Manager Type : Full time About Scientific Safety Alliance (SSA) At Scientific Safety Alliance (SSA), we are on a mission to revolutionize how scientists experience regulation-mandated services. We provide testing, inspection, and calibration services, and supply air filters and equipment parts, to pharmaceutical, medical device, and research organizations across the U.S. and the U.K. We are growing fast. With 24 acquisitions in less than 3 years, a customer base of 13,500+, and a spot on Inc. Magazine's 2024 and 2025 Fastest-Growing Private Companies, SSA is scaling quickly and looking for bold, driven talent to grow with us. PRECILAB, based in Carrollton, Texas, is SSA's ultra-trace contamination analysis laboratory. Our customers are semiconductor and advanced electronics manufacturers who rely on us for accurate, defensible results. The lab is accredited to ISO/IEC 17025 by A2LA. Role Overview The Administrative Assistant keeps the business side of the laboratory running. This role owns customer invoicing, purchasing, and day to day office administration, and is the first point of contact for customers calling or emailing the lab. It is a hands-on, execution-focused role. Work is measured on accuracy and follow-through: invoices that go out correctly and on time, purchase orders that land with the right vendor at the right price, records that stand up to an audit, and customers who get a clear answer quickly. The Administrative Assistant works closely with lab staff, the Office Operations Manager, and SSA's shared finance team. Key Responsibilities Invoicing and Billing Enter and issue customer invoices for analytical testing in NetSuite and in customer-specific billing portals Check invoices against the job, quote, and purchase order before release, so billing matches what was actually delivered Resolve billing queries and discrepancies with customers and internal teams, and support in issue credits or corrections when needed Support accounts receivable collections alongside the SSA AR team, including past due follow up and payment status updates Collect and process customer payment information accurately and confidentially Set up new customer accounts and keep billing contacts, terms, and portal credentials current Purchasing and Vendor Coordination Create and manage purchase orders for laboratory consumables, equipment, spares, and office supplies Source and contact suppliers, request quotes, place orders, and confirm lead times Track open orders, chase late deliveries, and reconcile packing slips and vendor invoices against POs Maintain vendor records (Vendor Evaluations), pricing, and contact details, and flag opportunities to consolidate spend Coordinate shipping and receiving paperwork, including courier bookings and inbound and outbound sample logistics Customer Support and Communication Answer and direct calls to the main administration line and manage the shared administration inbox Respond to customer requests quickly, clearly, and professionally, and escalate technical questions to the right person Support quoting and order acknowledgement, and keep customers updated on status where the lab has committed to a date Greet visitors and contractors and manage site sign in Records, Documentation, and Quality Build and maintain an organized electronic and paper filing system for invoices, purchase orders, vendor records, and customer correspondence Write and update office procedures covering invoicing and purchasing, and keep them under document control Pull records and evidence for internal and external audits, including ISO/IEC 17025 and customer audits Keep records retained and disposed of in line with company and accreditation requirements Office and Operational Support Keep the office stocked, tidy (5S), and functioning, 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, access, and paperwork handoff to HR Take on ad hoc projects that make the operation run better, and see them through to completion What Success Looks Like Invoices are accurate, complete, and issued on time, with no surprises for the customer or the finance team Billing errors and credit notes trend down quarter over quarter Days sales outstanding improves because AR queries are answered fast and disputes are closed out Purchase orders are raised promptly and the lab is never held up waiting on consumables Customers get a fast, clear, professional response every time they call or email Records are complete and easy to find, and audits pass without scrambling for evidence Tasks are completed without follow up or reminders Qualifications and Skills Core Competencies Strong attention to detail; the work involves numbers that have to be right Strong organization skills and the ability to manage multiple priorities at once Clear, professional written and verbal communication Ownership and follow-through; comfortable chasing something until it is finished Sound judgement with confidential customer, financial, and employee information Problem solving instinct; able to work out why something does not reconcile rather than passing it along Technical Skills Proficiency in Microsoft Office, particularly Excel, Word, and Outlook Electronic filing system management Comfortable learning new systems, including ERP, CRM, LIMS, and customer billing portals Working knowledge of NetSuite, QuickBooks, or similar accounting or ERP software (preferred) Familiarity with standard office equipment and general office management systems and 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 an administrative, office coordination, billing, or purchasing role Experience with invoicing, purchase orders, or accounts receivable strongly preferred Experience in a laboratory, manufacturing, engineering, or other 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 in Carrollton, TX; this is not a remote or hybrid role Standard business hours, Monday to Friday, with occasional flexibility around month end or customer rush Office based within an operating laboratory; general awareness of lab safety rules is required Fast-paced and detail-oriented, with high standards for responsiveness, accuracy, and accountability Team-oriented, with close collaboration across the lab, management, and SSA shared services Occasional lifting of office and lab supply deliveries up to 25 lbs Why Join SSA A growing, acquisitive business where good people get scope quickly Direct line of sight from your work to the numbers the business runs on Competitive hourly pay, medical, dental, and vision coverage, 401(k), and paid time off A small, close-knit site team backed by a national organization