Full-time Permanent Associate
Description
Summary: The Calibration Laboratory Administrator plays a key role in supporting LAF Technologies' revenue objectives and customer satisfaction outcomes through the effective coordination and scheduling of laboratory resources, service activities, and workflow priorities. This role is responsible for ensuring the efficient, timely, and seamless delivery of calibration and service operations while balancing customer requirements, technician availability, and operational performance. The position contributes significantly to maintaining and enhancing Laftech's reputation as a leading Australasian provider of calibration and technical service solutions by delivering a high standard of customer support, service coordination, and administrative accuracy. Working collaboratively across all areas of the business, the Calibration Laboratory Administrator supports operational efficiency, strengthens customer relationships, promotes brand confidence, and contributes to overall business performance and service excellence.
Functional Responsibilities Customer Service & Communication
* Act as the primary point of contact for laboratory service enquiries
* Provide timely updates regarding testing, calibration, repair, or service status
* Respond to phone calls, emails, and internal requests professionally and efficiently
* Liaise with customers, laboratory technicians, suppliers, and freight providers to ensure smooth laboratory operations
Receiving & Processing Customer Units
* Receive customer instruments, samples, or equipment into the laboratory
* Accurately register incoming items into the laboratory or service management system
* Verify customer information, serial numbers, calibration details, and supporting documentation
* Inspect incoming units for damage or discrepancies and document findings
* Create and maintain laboratory job records, service requests, and work orders
Laboratory Service Coordination
* Schedule and coordinate laboratory service, testing, calibration, and repair activities
* Allocate jobs to laboratory technicians in accordance with workload and priorities
* Monitor workflow and turnaround times to ensure customer deadlines are achieved
* Follow up on outstanding jobs and communicate delays, approvals, or additional requirements to customers
* Coordinate quotations, purchase orders, and warranty-related administration where applicable
Dispatch & Logistics
* Prepare completed instruments, reports, or equipment for dispatch
* Coordinate freight bookings and courier collections for incoming and outgoing items
* Prepare dispatch documentation, including consignment notes, shipping labels, and service reports
* Ensure all units are packaged appropriately to prevent damage during transit
* Track shipments and resolve freight or delivery issues as required
Administration & Documentation
* Maintain accurate laboratory records, calibration certificates, and customer documentation
* Process invoices, reports, quotations, and related administrative documentation
* Maintain electronic and physical filing systems in accordance with laboratory procedures
* Prepare reports relating to laboratory activity, service performance, and turnaround times
Inventory & Equipment Coordination
* Assist with monitoring laboratory consumables, spare parts, and equipment availability
* Coordinate ordering of parts, consumables, and office supplies as required
* Maintain accurate inventory and asset records
Compliance & Quality Assurance
* Ensure compliance with laboratory quality systems, company procedures, and workplace safety requirements
* Support adherence to ISO, NATA, or other regulatory and accreditation standards where applicable
* Maintain confidentiality of customer, technical, and laboratory information
* Ensure all documentation is completed accurately and retained in accordance with quality requirements
Work Experience
* 3 years of customer service experience in an administration, scheduling or appointment setting role, preferably in environmental or scientific industries.
* Experience with Microsoft 365, productivity tools and Customer Relationship Management (CRM) would be advantageous.
Company Overview
Established in 1987, LAF technologies has emerged as a premier supplier and service provider specialising in contamination control, scientific instrumentation, particle measurement, environmental monitoring, and laboratory equipment across Australasia. Our NATA accreditation and comprehensive range of certifications, including ISO 17025, ISO 9001, ISO 14001, and ISO 45001, underscore our commitment to quality assurance and operational excellence. Headquartered in Melbourne with additional offices in Sydney, and sales and service facilities in Queensland and Tasmania, LAF technologies offers a specialised distribution network ensuring efficient delivery and expert technical support. Our dedicated approach focuses on supporting, servicing, and validating technical plant and equipment throughout its lifecycle, ensuring customers receive exceptional support and reliable solutions.
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