Administrative Specialist I

JOB FUNCTION

With minimal supervision, provides comprehensive administrative and lab support, including management duties. Acts as a liaison between cross-functional teams and external partners for customs, purchasing, vendor management, sample logistics, consumable tracking, and operations. Supports lab projects related to environmental health, safety, 5S, and process improvements. Handles complex and sensitive issues, coordinates meetings and travel, and assists in onboarding new employees.

Responsibilities

Customs Procedures

- Communicates promptly with clients to address customs issues, explain procedures, and negotiate timelines when necessary.

- Proactively resolves client concerns and collaborates with internal teams and external agents to address complex customs matters, including complaints and follow-ups.

- Keeps all stakeholders updated on request status and manages customs risks by implementing corrective actions and escalating when needed.

- Participates in teams to improve customs and transportation processes, enhancing service quality.

Sample Handling

- Manages the complete sample lifecycle from receiving and internal distribution to testing, transportation, and final disposition (e.g., destruction, customer pick-up, or return).

- Oversees inventory reports and leads periodic inventories of sample storage.

- Investigates and resolves missing, lost, or damaged samples.

- Ensures compliance with UL's quality and accreditation processes and communicates sample shipping procedures to clients when needed.

- Addresses customer complaints and suggestions proactively.

Purchasing & Vendor Management

- Handles purchasing from vendor selection, price negotiation, and PO generation to vendor evaluation.

- Manages laboratory supplies, consumables, and PPE, while maintaining inventory reports and leading periodic inventories.

- Regularly reviews and evaluates suppliers on quality, service, and response time, providing timely feedback and suggestions to the team.

- Maintains vendor evaluation records.

Other Administrative Tasks

- Supports the team with complex correspondence, event planning, personnel records, reporting, and document control.

- Coordinates calendars and travel itineraries for team members.

- Maintains a clean, organized, and safe work environment, including 5S maintenance in the Sample Room.

- Integrates continuous improvement into daily tasks and assists in developing and maintaining environmental health and safety programs in compliance with regulations.

- Adheres to UL’s Code of Conduct and security practices.

- Performs additional duties as assigned.

- Bachelor's degree in Business Management, Engineering, or related field.

- Experience in a lab environment is preferred, with knowledge of customs procedures as a plus.

- Proven ability to work independently while contributing effectively in team discussions and offering constructive feedback.

- Strong interpersonal, organizational, multitasking and attention-to-detail skills.

- Excellent written and verbal communication, delivering clear, impactful messages to stakeholders.

- Proficient in English and Microsoft applications (Outlook, Word, Excel).

- Demonstrates a continuous improvement mindset and strong skills in collaboration, negotiation, critical thinking, and interpretation.

- Excellent problem-solving and negotiation abilities for resolving complex customer issues.

- Proactively adapts actions through preparation and contingency plans, anticipating risks and devising on-the-spot solutions.