Our Irving, TX client is seeking an Office Administrator with excellent Excel and time management skills along with inventory management experience.
Provide regional support and office operations reporting to the Regional Manager. Overall responsibility includes ensuring efficiency and functionality of the metro office while providing excellent customer service to the company internal and external customers. Utilize knowledge of products, programs, policies and procedures to ensure timely and accurate provisioning of surgical and regional equipment and product support material to customer locations. Provide superior customer service to internal and external customers using the Quote System, Invoice Viewer, AS400, and CRM, as well as coordinating delivery and retrieval of sets and regional equipment, using approved courier services.
Position Duties and Responsibilities:
Ensures all surgical sets are complete, available and accurate per BOM, and accounted for in the field.
Inspects and replenishes sets which may have been quarantined after normal hours.
a. Examines instrumentation for missing components or contamination
b. Examines implant container and/or screw rack for missing items
c. Replenishes items from shipment package(s) or SIMS cabinet
d. Updates Bill of Materials and SIMS inventory, as required
Performs administrative duties to ensure regional customer satisfaction including VIP order processing; POR ordering and follow up; maintain accurate and current POR Report; Rectify Order discrepancies; Customer correspondence; CRM maintenance; Quote preparation; Initiate Grant requests; Initiate excess inventory exchanges; Initiate product complaints; Eval Set Information; Marketing Support;
Coordinates dispatch and retrieval of sets and equipment using approved courier service.
Research and resolve accounting issues.
Emphasis placed on building good customer relations with Materials Management, Central Sterile, Accounting/Finance/Billing departments and other pertinent departmental staff.
Serve as Point of Contact between hospital and consultant for resolution of billing matters, i.e., Purchase Orders; billing discrepancies, drop-off/retrieval of equipment as may be required.
Provides emergency or back up deliveries.
Maintains literature library;
Orders supplies/forms for office;
Process Expense reports per company procedures and policies;
Filing
Maintains company equipment, materials, and office environment in top condition.
Additional duties as determined
Professional Experience Requirements:
Five or more years in a professional office environment preferred.
Customer Service attitude.
Strong interpersonal skills.
Understand Courier Service protocols and requirements.
Well versed Computer Applications including Microsoft Excel and data base management software.
Ability to work independently.
Ability to work in a dynamic fast paced environment.
Able to prioritize and manage multiple tasks.
Strong time management skills.
Educational Requirements:
Bachelor’s Degree in Business, Science or other related field.
Other Requirements:
Understand which sets are required for specific surgeries.
Understand which sets comprise the various company Systems.
Successful completion and application of information learned through company Training program as required.
Knows and follows all company policies and maintains the highest level of professionalism, ethics and compliance at all times.
Diligently participate in company compliance program-related activities.
Maintain valid driver’s license at all times.
Ability to lift/carry heavy sets.
Equal Opportunity Employer, M/F/V/D. Candidates must have authorization to work in the U.S. Clients will not sponsor visas.
Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas, which include locations in Austin, Dallas, Fort Worth, Plano, Houston, Sugar Land, and The Woodlands.
Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements. We work with clients and candidates in all areas of the United States and Canada.
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