Operations/Commercial Assistant

ABOUT YOU

• You bring a steady, methodical approach to work and take pride in keeping processes accurate, complete, and on track.
• You are comfortable working behind the scenes to support multiple departments and ensure documentation, records, and workflows are handled correctly.
• You notice inconsistencies, missing information, and administrative errors quickly, and you follow through to get them resolved.
• You work well within established procedures and appreciate clear expectations, defined processes, and quality standards.
• You communicate professionally with customers, vendors, and internal teams, while maintaining a service-oriented and dependable presence.
• You are organized, reliable, and able to manage multiple priorities without losing attention to detail.
• You value consistency, follow-through, and doing work thoroughly in a fast-paced technical environment.

ABOUT US

We are NSL! We are a materials testing lab that provides repeatable, accurate results to help our customers produce high-quality, consistent products in regulated industries. Our organization is centered on our values of delivering for our customers, each other, and our industry. We are proud of our positive culture focused on deploying each team member’s talent to “WOW!” our customers and celebrate wins together as part of who we are. We are focused on outcomes, not micromanagement; we trust people and give them the opportunity to perform to their potential. At NSL, you have the chance to make a meaningful impact on real-world applications affecting real people every single day.

Position Summary: The Operations/Commercial Assistant provides administrative and operational support across multiple departments, including Commercial, Laboratory, and Administration. This position is responsible for coordinating customer documentation, reviewing test reports, processing customer and vendor purchase orders, maintaining records, supporting purchasing and receiving activities, organizing test documentation, and providing office support.

The Operations/Commercial Assistant serves as a central point of coordination for operational processes, ensuring documentation is accurate, deadlines are met, records are properly maintained, and communication flows efficiently between customers, vendors, and internal departments. This position requires exceptional organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced technical testing environment.

Essential Functions*:

General Duties & Responsibilities

• Review technical test reports for accuracy, completeness, formatting, and consistency.
• Verify report information against test records, customer requirements, and supporting documentation.
• Prepare, organize, and maintain test folders and process checklists.
• Create, review, and process vendor purchase orders.
• Assist with payment remittance advice and supporting documentation.
• Forward checks and financial documentation to the appropriate personnel for processing.
• Professionally answer and direct incoming telephone calls.
• Maintain accurate records and documentation.
• Serve as a liaison between Commercial, Laboratory, and Finance to facilitate efficient communication and workflow coordination.
• Review, verify, and enter customer purchase orders into company systems.
• Verify required documentation is complete before, during, and after testing.
• Order office, laboratory, shipping, and operational supplies.
• Receive, sort, distribute, and prepare incoming and outgoing mail and packages.
• Prioritize workload to meet multiple deadlines in a fast-paced environment.

Authority &Technical Support

• Request clarification or additional information from customers or internal personnel regarding documentation discrepancies.
• Return incomplete or inaccurate documentation for correction prior to processing.
• Coordinate with internal departments to obtain missing documentation required for customer orders or test reports.
• Review technical test reports and request revisions to correct formatting, documentation, or administrative errors before final approval.
• Order routine office, laboratory, shipping, and operational supplies within established purchasing procedures and approved budgets.

Incidental Functions:

• As required

Supervisory Responsibility:

• N/A

Qualifications (Knowledge, Skills, Abilities, Education, Experience):

• Minimum of High School Diploma, 2+ years’ experience working in a laboratory, manufacturing, engineering, or technical environment is preferred.
• Experience processing customer and vendor purchase orders is preferred.
• Working knowledge of purchasing and receiving processes.
• Experience with document control, record retention practices, or records management is desirable.
• General understanding of office administration and business operations.
• Understanding of customer service principles and professional business communication.
• Strong organizational and time management skills.
• Microsoft Office suite experience

Success Factors:

• Safety conscious
• Attention to detail
• Good communication skills
• Continuous improvement
• Positive teamwork
• Customer commitment
• Strong background in Microsoft Word and Excel.
• Ability to work independently, as well as be a member of a cohesive team.
• Willingness to be accountable for performance.
• Ability to overcome setbacks and enthusiastically persist until goals are achieved.
• Positive attitude and willingness to assist others.
• Self-motivated with the ability to work independently.
• Collaborative team player who works effectively across departments.
• Adaptable and able to adjust to changing priorities.
• Strong sense of urgency and time management while maintaining accuracy.
• Effective communicator with strong interpersonal skills.
• Maintains confidentiality and exercises sound judgment.
• Demonstrates initiative and a proactive approach to problem-solving.

Work Conditions/Physical Demands:

General office environment includes sitting, standing, and walking; infrequent lifting of up to 20 lbs., pulling, pushing, carrying, reaching, bending, twisting, climbing, squatting, and crouching. Work is completed in a lab environment that contains toxic materials with possible exposure to odors, acids, fumes, and other reactive materials.

Reasonable Accommodations:

This description is representative of the knowledge, skills, abilities, and physical requirements to successfully perform the job. At the employee’s request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

* The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties and responsibilities required of job incumbents. Consequently, job incumbents may be asked to perform other duties or work overtime as required.