Administrative Assistant (58408)

Instrumentation Technical Services (ITS), a wholly owned subsidiary of Applied Technical Services, LLC (ATS), is a West Chester, PA-based provider of calibration, metrology, and instrumentation services serving highly regulated industrial markets throughout North America. For more than 30 years, ITS has helped customers improve compliance, quality, reliability, and operational performance through accredited laboratory services, field calibration, automation support, and technical expertise.

ATS is a leading provider of critical testing, inspection, certification, and compliance services. ATS serves clients across a diverse set of large and stable end markets including manufacturing, power generation, aerospace, medical, and defense. ATS was founded in 1967 and is headquartered in Marietta, GA. Today the Company employs nearly 2,100 team members in over 95 locations across the United States.

Together, Instrument Technical Services and ATS advance a shared mission to create a safe and reliable world through precise technical and professional services.

Position Summary 

The Administrative Assistant supports the Calibration Department by coordinating administrative workflows, maintaining accurate customer and equipment records, preparing calibration and invoicing documentation, scheduling onsite services, and communicating with customers regarding equipment status and service needs. This position requires strong attention to detail, organization, customer service, and the ability to manage multiple priorities in a fast-paced technical environment. 

Location: This position will be based at our ITS lab location in West Chester, PA.

Benefits 

Benefits include competitive compensation; medical, dental, and vision coverage; short-term and long-term disability; life insurance; quarterly bonus opportunities; tuition reimbursement; paid holidays; and paid time off. ATS is a drug-free workplace. 

Responsibilities

• Enter and maintain calibration, field service, shipping, and invoicing records.

• Coordinate equipment outsourcing to approved vendors.

• Organize and maintain electronic and physical files.

• Prepare quotes, reports, correspondence, and other documentation.

• Communicate with customers regarding scheduling, equipment status, and service needs.

• Coordinate onsite service scheduling with customers and internal teams.

• Review documentation for accuracy and process invoices according to purchase-order requirements.

• Coordinate with laboratory, field service, shipping/receiving, accounting, and customer service teams.

• Identify and escalate documentation discrepancies as needed.

• Maintain confidentiality and follow applicable quality, safety, customer, and export-control requirements.

• Perform other related duties as assigned.

Qualifications

Required Experience and Skills

• 3–5 years of administrative, customer service, quality, shipping/receiving, or related experience preferred.

• High school diploma or equivalent required; bachelor’s degree preferred.

• Proficiency in Microsoft Word, Excel, Outlook, and data entry.

• Strong attention to detail and accuracy.

• Strong organizational, communication, interpersonal, and customer service skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Ability to follow written and verbal instructions and work independently or as part of a team.

• Ability to work occasional overtime based on business needs.

Physical and Additional Requirements

• Ability to work at a computer for extended periods and frequently use standard office equipment.

• Ability to occasionally stand, walk, bend, reach, and stoop throughout office, laboratory, and shipping/receiving areas.

• Ability to occasionally lift, carry, move, and position items weighing up to 50 pounds, with or without reasonable accommodation.

• Ability to review detailed records and documentation for accuracy.

• Must have access to a mobile device capable of supporting company-required multifactor authentication.

Skills, Abilities and Experience

• Three to five years of administrative, customer service, quality, shipping/receiving, or related experience preferred.

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.

• Accurate data entry and keyboarding skills.

• Strong attention to detail when reviewing paperwork, equipment records, purchase orders, and customer documentation.

• Ability to consistently evaluate and verify the accuracy and completeness of work.

• Ability to manage routine tasks and multiple priorities in a fast-paced environment.

• Demonstrated ability to follow written and verbal instructions.

• Basic mechanical aptitude and the ability to recognize and differentiate various types of equipment.

• Strong organizational, communication, and customer service skills.

• Ability to work independently and collaboratively as part of a team.

• Willingness to work occasional overtime as business needs require.

Education

• High School Diploma or equivalent required.

• Associate degree or technical coursework preferred.

• Bachelor's degree preferred but not required.

U.S. Persons Only 

This position requires access to information subject to U.S. export controls under the International Traffic in Arms Regulations (ITAR). Accordingly, the Company will consider only U.S. Persons for this position. A U.S. Person includes: (a) U.S. citizens or nationals; (b) U.S. lawful permanent residents (green card holders); (c) persons granted refugee status; or (d) persons granted asylum in the United States. This information is collected solely for purposes of complying with U.S. export-control requirements and will not be used to unlawfully discriminate in the hiring process. 

Equal Employment Opportunity 

Applied Technical Services is an Equal Opportunity and Affirmative Action Employer. Employment decisions are based on qualifications, capabilities, and business needs without discrimination based on race, color, religion, sex, pregnancy, age, national origin, ancestry, disability, genetic information, protected veteran or military status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state, or local law.