Administrative Support Team Member

Who we are—

Transcat is a dynamic, innovative, growing company that has been recognized as the leading calibration and compliance services provider in North America and beyond.  With over 1,000 employees—in technical, consulting, operational, sales, finance, and corporate roles—we have stood the test of time by delivering on our Trust in Every Measure promise to our customers in vital industries, including life sciences, aerospace, defense, energy, and utilities.  We fulfill this promise through our employees, who live Our Values every day, the Transcat Way.  Our employees are at the center of the rewarding, challenging, and life-changing work we do for our customers and those they serve.  Are you ready to join a company where the work you do makes a difference, and where you can grow in your career? 

Here’s what Transcat has to offer—

• Work that matters
• A values-based culture where people care about each other and the work they do together
• Flexibility
• Training and development to accelerate learning and career advancement
• Competitive compensation and benefits, including paid time off, health insurance, tuition reimbursement, retirement, stock purchase plan, and MORE!

Position Summary

Under the direction of the Administrative Support Team Lead(s) (ASTL), the Administrative Support Team Member (ASTM) collaborates with the Operations Manager and administrative staff to support customer care and laboratory operations.  This role is responsible for identifying training needs in customer care and lab support functions, providing purchasing services, and delivering customer-facing quotes/proposals for service. The position requires strong technical knowledge of Calibration and Repair Services, including related quality standards, and provides support for expediting services beyond Transcat’s direct control.

• Respond promptly to leads, support tickets, service requests, quotes, and status inquiries.
• Monitor Salesforce dashboards to ensure urgent cases are addressed in a timely manner.
• Purchase calibration and repair services from approved vendors, ensuring compliance with Company standards.
• Collaborate with lab personnel and management to maintain efficient workflow and timely service delivery.
• Communicate with customers to confirm payment methods and resolve related inquiries.
• Conduct interviews with vendor representatives as needed to assess capabilities and offerings.
• Develop and evaluate qualified suppliers, as needed, to secure competitive bids.
• Review and analyze price quotations.
• Participate in contract negotiation, as needed.
• Manage lab purchasing for supplies, parts, standard calibrations/repairs, product replacements, and non-capital equipment.
• Coordinate purchasing requirements with operating departments to ensure alignment with Company needs.
• Expedite delivery of critical equipment and services.
• Oversee assigned purchasing categories, which may involve transactions totaling several million dollars per year.
• Review requisitions for accuracy and completion.
• Liaise with vendors to obtain detailed product or service information, including pricing, turnaround times, and delivery schedules.
• Estimate values based on market knowledge and prepare purchase orders or bid requests accordingly.
• Approve invoices for payment in compliance with established procedures.
• Provide information to appropriate departments regarding delivery issues for the return of customer goods.
• Ensure proper application of contract review process.
• Contact customers via phone and email to provide timely support and/or resolution of issues.
• Perform other related duties as assigned or directed by management.
• Model the Company’s values to influence others to perform in an aligned manner.
• Other duties as assigned

Required Knowledge, Skills, and Abilities

• Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; develops realistic action plans
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; remains calm and focused and relies upon reason even under time pressure and/or in the face of customer concerns
• Collaborates effectively and efficiently with lab management and personnel; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed
• Speaks clearly and persuasively in positive or negative situations; listens and asks clarifying questions to understand an opportunity or concern and move toward resolution; responds quickly, fully, and respectfully to questions; demonstrates group presentation skills; exhibits full engagement in meetings
• Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet the needs of the reader; presents numerical data effectively; able to read, interpret, and analyze written information

Education and Experience

• Two to four years’ related experience and/or training, or equivalent combination of education and experience, with a focus on purchasing

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made for qualified individuals with disabilities if necessary to perform the essential functions of this position.

While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit and talk or hear. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  The noise level in the work environment is usually moderate.

Equal Opportunity and Non-Discrimination

Transcat is an equal-opportunity employer and prohibits discrimination based on any protected status.  As required by United States law, all qualified applicants will receive consideration for employment without regard to age, color, disability, genetic predisposition or carrier status, national origin, race, religion, sex (including pregnancy, sexual orientation, and gender identity), status as a protected veteran, or as a member of any other protected group or activity under federal, state, and local law.

We will make reasonable accommodations for employees with disabilities to enable them to perform the essential functions of their position unless doing so poses an undue hardship to the company or a direct threat to health or safety.

Contingencies

All offers of employment are contingent upon successfully completing all pre-employment requirements, which include verification of identity and employment eligibility, and when applicable, a motor vehicle driving record report.