Customer Service Representative and Office Administrator

$62,400 - $83,200/Yr

Spirair Luchttechniek - South San Francisco, CA

Full-time - Entry Level

South San Francisco, CA

About the position

Spirair, Inc. is seeking a talented individual to fill the dual role of Customer Service Representative and Office Administrator. This position is crucial for providing exceptional customer service and support to both external customers and the internal team. The successful candidate will manage the company's office services and support various internal teams as needed. Spirair is a venture capital-backed medical device company co-founded by two Stanford Biodesign and Innovation fellows, dedicated to optimizing patient outcomes and experiences through innovative solutions. The company focuses on developing elegant technologies that enhance care accessibility and effectiveness, partnering with leading ENT advisors and industry veterans to provide impactful and minimally invasive treatment options. As a Customer Service Representative, the individual will be the primary contact for incoming calls, responsible for triaging and directing queries appropriately. They will receive and process sales orders, ensuring alignment with SalesForce, and initiate complaints based on incoming field information. Timely management of customer shipments, tracking sales team trunk stock, and processing accounts receivable payments are also key responsibilities. The Office Administrator aspect of the role includes logging shipments, sorting daily mail, assisting manufacturing operations with inventory tracking, and supporting the Quality team with document control and training records. The ideal candidate will also facilitate office visits from service providers, arrange meetings, and manage general company operations and workflows. This role requires excellent organizational skills, attention to detail, and the ability to prioritize multiple activities effectively. The position is based in South San Francisco, CA, and offers a competitive hourly wage along with a comprehensive benefits package.

Responsibilities

• Primary contact for calls into the Customer Service line, triaging and directing queries to the right person.
• Receive and process Sales Orders and assure alignment with SalesForce.
• Initiate Complaints based on incoming field information and direct calls into the Complaint or Feedback phone line.
• Manage all shipments to customers in a timely manner.
• Track sales team trunk stock and assure accurate device accountability.
• Track sales against Finished Goods Inventory and produce timely reports to Operations.
• Process Accounts Receivables payments and process to Spirair financial accounts.
• Track and follow-up on overdue payments from customers.
• Manage vendor credentialing programs.
• Assist sales team on vendor set up requirements.
• Provide administrative and clerical support to field representatives as needed, such as shipping training supplies, products, etc.
• Receive and log shipments into Spirair and distribute to the appropriate personnel.
• Receive and sort daily mail and express documents and distribute to the appropriate personnel.
• Assist manufacturing operations with movement and tracking of manufacturing components, inventory tracking, materials planning, placing orders for manufacturing components, and monitoring supplier timeliness of deliveries.
• Provide support to the Quality team, including maintaining files, document control prep, routing, filing, and notifications, and maintaining training records and reminders.
• Facilitate office visits of service providers, visitors, and vendors.
• Arrange meetings, including reserving space, supplies, and tech support.
• Develop, implement, and manage general company operations, workflows, and procedures as appropriate.
• Stock kitchen and office supplies.
• General filing and organization.
• Provide administrative support to team members as needed.

Requirements

• Bachelor's degree or equivalent preferred.
• 3+ years of customer service experience preferred.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Excellent interpersonal, organizational, problem-solving, and written/verbal communication skills.
• Strong attention to detail.
• Ability to prioritize and manage multiple activities.

Nice-to-haves

• Start-up experience preferred.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Vision insurance