Administrative Assistant

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