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Administrative Specialist 

Location: Tucson, Arizona (On-site)

Employment Type: Full-time, Non-exempt

Schedule: Monday-Friday, 8am-5pm

Pay Range: $18-$21/hour

Reports To: Admin Manager

Join Alicat Scientific’s Administrative Team, a collaborative group of professionals who work together to support customers and advance science around the world. Alicat devices play critical roles in nearly every industry, enabling breakthroughs in fields ranging from space technology to renewable energy. As part of this mission, our Admin Specialists ensure every order is entered with precision so that each device is manufactured, shipped, and billed exactly to the customer’s needs. 

We’re seeking someone with a curious mind and exceptional attention to detail, who enjoys solving problems, supporting teammates, and contributing to a high-quality customer service.

Core Responsibilities

Sales Order Entry & Processing

• Enter customer sales orders into the system with a low error rate and strong attention

to detail.

• Process incoming online orders, ensuring accurate order information and timely

processing. Process verbal orders via incoming phone calls.

• Review orders for completeness, accuracy, and compliance with internal policies.

• Communicate with internal teams or customers if order information is missing or

unclear.

Service Order Entry & Processing

• Create and process service orders, ensuring all required documentation and customer

information is correctly captured.

• Provide customers with status updates on service orders upon request.

Billing

• Send proforma invoices to customers who are required to prepay before order

processing or shipment.

• Ensure billing accuracy and resolve discrepancies with customers or internal teams.

• Follow up with internal teams or customers as needed to confirm payment status and

next steps.

Customer Support

• Respond to customer inquiries regarding sales order and service order status and

shipping details.

• Provide clear, professional communication through email, phone, and internal

systems.

• Assist customers with order-related issues and escalate complex cases to the Admin

Manager when needed.

Collaboration & Teamwork

• Work closely with other Admin Specialists to manage daily workload and maintain

team service levels.

• Coordinate with Sales, Production, Service, Shipping and Finance teams to ensure

smooth order handling.

• Participate in team meetings and contribute to process improvement discussions.

• Provide guidance and support to international offices on:

○ Order entry processes

○ Shipping documentation

○ Billing requirements

○ System or process questions

Required Skills & Competencies

• Ability to interpret order documentation and billing requirements.

• Familiarity with shipping processes and logistics coordination is a plus.

• Able to identify inconsistencies in orders and resolve issues proactively.

• Strong organizational skills with the ability to manage multiple tasks simultaneously.

• Detail oriented and reliable.

• Able to work in a fast-paced environment with frequent changes in orders or tasks

throughout the day.

• Experience with order management systems is a plus.

Qualifications

• High school diploma or equivalent required.

• 1-3 years of experience in order processing, customer service, or administrative

support.

• Experience with ERP systems or similar platforms and external platforms is a plus.

• Proficiency in standard office computer software and systems.

Work Environment

This is an on-site, desk-based role involving regular computer use and phone-based customer interaction throughout the day.

Benefits:

• Health, dental, and vision insurance

• Life and Disability Insurance Plans

• 401k with up to 5% match and vesting schedule

• Tuition reimbursement

• Earned PTO

• Paid holidays

• Parental Leave

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