Administrative Specialist

Administrative Specialist Department:

Sales Operations Reports to:

Sales Operations Support Manager Pay Group:

Non-Exempt Schedule:

Monday - Friday 8:00 a.m. - 5:00 p.m.

Job Summary:

The Administrative Specialist will provide on-site and remote support to all departments, clients, and customers of Gravity Diagnostics. The administrative specialist will be a front-facing individual and responsible for greeting employees, vendors, customers, and visitors, maintaining office and receptions areas, and providing administrative support to various stakeholders. The administrative specialist will maintain excellent communication and solution-based support through a multi-line telephone and email system to route inquiries to appropriate departments.

Responsibilities and Duties:

Maintain corporate office interior, front desk, and receptions area. Welcome visitors, employees, and corporate guests; maintain visitor sign-in history and provide appropriate access badges as necessary. Announce and direct visitors and guests to appropriate points of contact, conference rooms, and workspaces. Coordinate visitor parking and parking passes and assist with monitoring premises using the security cameras. Maintain office and refreshment supply inventory for employees and guests, Executive Offices and Conference Rooms, and submit supply order requests promptly. Sort and distribute incoming mail to appropriate departments; manage outgoing mail for executive staff and corporate office as needed. Schedule lab tours and notify appropriate employees of attendance needs. Maintain facility keys and sign-out sheets. Perform administrative duties, such as printing and copying documents and assisting with group lunches for employees and guests, maintain conference room calendars and assist with rescheduling as meeting conflicts arise. Maintain client account folders and audit account setup. Onboard Providers and file wet signature documents. Manage/Audit Verify Comply system. Monitor failed faxes for result delivery. Answer and respond to inquiries funneled through customer and client support channels during hours of operations: Address issues/disputes from clients and customers and follow through with resolutions and feedback. Keep records within the CRM system to document customer service-related actions and discussions. Provide a monthly summary of logged support cases to leadership. Conduct outgoing calls to clients to verbally report critical results. Other duties as assigned.

Required Skills and Abilities:

Excellent communication skills and attention to detail. Professional appearance and excellent communication etiquette. Basic software knowledge (Microsoft Outlook, Word and Excel). Interact effectively with individuals at all levels of the organization. Thrive in a fast-paced environment with changing priorities. Capability to handle time constraints and effectively manage deadlines.

Education and Experience:

High school degree, associate or bachelor's degree in related field. Customer Support experience preferred. Minimum of one year experience in an office environment.

Physical Requirements:

Long periods of sitting at a desk and working on a computer. Must be able to lift up to 25 pounds. Gravity Diagnostics is an Equal Opportunity Employer. All persons shall have the opportunity to be considered for employment without regard to their race, color, religion, national origin, ancestry, alienage or citizenship status, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, disability, military service and veteran status, pregnancy, childbirth, and related medical conditions, or any other characteristic protected by applicable federal, state or local laws. Gravity Diagnostics will endeavor to provide reasonable accommodation to the known physical or mental limitations of a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to complete this form or to participate in an interview, please let us know. Gravity Diagnostics is a full-service state-of-the-art CLIA laboratory licensed in all 50 states, providing innovative laboratory services. We are an advocate for physicians, patients, and our communities, supporting each respective party with unsurpassed integrity, regulatory compliance, and clinical expertise. Our pledge to deliver the highest professional operating standards in the laboratory service industry, coupled with ongoing research and development, exemplifies our commitment to being provider engaged, patient-focused, and making the communities we serve a healthier place to live.