Office Administrator – Coastline Lab Management Inc. – Irvine, CA

Job Summary

The Office Assistant responsible with assisting with the administration of the day-to-day operations of the human resources and office administration functions. They also assist in the implementation of services, policies, and programs. This role will also handle the collection, receipt and accounting of funds being paid to the organization. The Human Resources / Office Assistant is responsible for assisting customers and Account Managers by assisting with products, orders, and complaints.

Summary of Essential Job Functions

Office Administration:

Posts customer payments by recording cash, checks, and credit card transactions.
Posts revenues by verifying and entering transactions form lock box and local deposits.
Updates receivables by totaling unpaid invoices.
Maintains records by microfilming invoices, debits, and credits.
Verifies validity of account discrepancies by obtaining and investigating information from sales, trade promotions, customer service departments, and from customers.
Review new account credit applications.
Resolves valid or authorized deductions by entering adjusting entries.
Resolves invalid or unauthorized deductions by following pending deductions procedures.
Effectively collects customer amounts owed to company by examining customer payment plans, payment history, credit line, coordinating with customers.
Summarizes receivables by maintaining invoice accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report.
Handles monthly billing for managed labs as well as reference lab services and activity.
Protects organization’s value by keeping information confidential.
Updates job knowledge by participating in educational opportunities.
Accomplishes accounting and organization mission by completing related results as needed.
Welcomes visitors in a warm and friendly manner, answers any questions, and/or director them to the appropriate department.
Maintains security by following procedures, monitoring logs, and screening employees and visitors.
Receives deliveries; sort and distribute incoming mail.
Takes inventory of supplies and restocks as needed.

Operations:

Assists with production & shipping.
Responds and completes all forms and inquiries from various regulatory agencies.
Responding promptly to customer inquiries.
Processing orders, applications, returns, and requests.
Managing incoming calls and inquiries from customers and account managers.
Understanding the products in order to provide accurate information.
Ensuring customer satisfaction and providing professional customer support.
Acknowledging and resolving customer complaints in a timely manner, providing appropriate solutions and alternatives to ensure resolution.
Build sustainable relationships and trust with customers and account managers through open and interactive communication.
Providing feedback on the efficiency and effectiveness of processes.
Assisting the Account Manager with cross reference requests and competitive pricing analysis.
Completing and tracking progress of sales cross reference and pricing templates.
Driving process hand off and efficient completion.
Loading completed pricing.

Human Resources:

Performs a wide range of duties relative to the maintenance and processing of personnel records and reports.
Interacts with and supplies information to job applicants, employees, department heads, and public and private agencies.
Provides clerical and operational support to other human resources and other departments.
Maintains high standards of confidentiality of all employee records and information.

Required Education and Experience

High school diploma, general education degree or equivalent.
At least 2 years’ experience in a Customer Service Representative or Sales Support role.
In-depth understanding of sales principles and customer service practices.
Knowledge of consumable medical supplies is a plus.
Proficient knowledge of Microsoft Office applications (Word, Excel, Outlook), and cloud-based applications.
Experience with ERP and CRM systems, Oracle NetSuite a plus.

Job Type: Full-time

Pay: $15.00 – $20.00 per hour

Benefits: