The Customer Service and Administrative Coordinator will interact with sales representatives and customers about the company’s products and services to achieve corporate goals and provide administrative support to executive management in the daily operations of the company.
Outcomes and Responsibilities:
1. Respond to customers and sales force to facilitate new customer set up, customer orders, answer introductory product and logistics questions; resolving issues by phone, email, chat or in person, achieving customer satisfaction
2. Ship approved orders promptly and accurately; facilitate returns
3. Maintain records of customer profiles, sales representative profiles, orders, shipments, and inventory (both on and off corporate premises), record orders and shipments in QuickBooks
4. Maintain physical and electronic records of corporate documents to include insurance matters, legal documents, articles of incorporation, leases
5. Serve as liasion between NeXtGen and external professionals such as insurance agents, legal counsel, property managers, and directors of economic development agencies, providing up-to-date company information
6. Manage travel and logisitics of meetings for the CEO and board of directors and submit expense reports
7. Manage and maintain CEO calendar to include scheduling conference calls and meetings
8. Submit quarterly and annual reports (that include employee head count, number of interns, salaries, outside investment raised to date) to maintain contract compliance with funding agencies
Competencies:
· Intelligence and Intellectual Curiosity. Learns quickly. Seeks and demonstrates ability to quickly and proficiently understand and absorb new information.
· Honesty/integrity: Does not cut corners ethically. Earn trust and maintains confidences. Does what is right, not just what is politically expedient. Speaks plainly and truthfully.
· Analytical Skills. Able to structure and process qualitative or quantitative data and draw insightful conclusions from it. Exhibits a probing mind and achieves penetrating insights.
· Organization and Planning. Plans, organizes, schedules and budgets in an efficient, productive manner. Focuses on key priorities.
· Follow-through. Lives up to verbal and written agreements/commitments, regardless of personal cost.
· Attention to detail. Does not let important details slip through the cracks or derail a project.
· Efficiency. Able to produce significant output with minimal wasted effort.
· Proactivity. Acts without being told what to do. Brings new ideas to the company.
· Flexibility/adaptability. Adjusts quickly to changing priorities and conditions. Copes effectively with complexity and change.
· Creativity/Innovation. Generates new and innovative approaches to problems.
· Teamwork. Reaches out to peers and cooperates with supervisors to establish an overall collaborative working relationship.
· Commitment. Theirs to you and yours to them.
· Enthusiasm. Exhibits passion and excitement over work. Has a can-do attitude.
· Openness to criticism and ideas, Coachable. Often solicits feedback and reacts calmly to criticism or negative feedback.
· Listening skills. Lets other speak and seeks to understand their viewpoints.
· High standards. Expects personal performance and team performance to be nothing short of the best.
· Work ethic. Possesses a strong willingness to work hard and sometimes long hours to get the job done. Has a track record of working hard.
· Willingness to go one more step than the next guy; one more step to service the customer.
Desired Experience:
· 5 years of experience as a Customer Service Representative within the medical industry and Executive Assistant or Administrative Assistant or an equivalent position
· Intermediate proficiency in Microsoft Office (Outlook, Excel, PowerPoint and Word) and in QuickBooks
· Accounting or Bookkeeping
· Strong verbal and written communication skills
· Must be able to operate in fast-paced, team-oriented environment and independently
Desired Qualifications:
· Bachelors degree in business related field, experience may substitute for education
Work Environment:
Working conditions will be in-office and warehouse location Alachua, FL, and include the ability drive shipments to local shipping depots; to be responsive by phone, text and email Monday through Friday during normal business hours and occasionally on evenings and weekends.
Supervises/Reporting:
VP Operations
Salary :
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