Admin Assistant/Receptionist

CardioScan•Costa Mesa, CA

1d•Onsite

About The Position

Reporting to the General Manager and The IT & Customer Corporate Manager, the Admin Assistant is an integral part of the team. They are the first point of contact for customers of Cardiac Monitoring Service and are responsible for managing front office reception, including greeting guests and employees, answering and forwarding incoming calls, and responding to customer enquiries. In addition, the Admin Assistant will work with and support internal business departments on a range of administrative activities, projects, and initiatives. An important part of this role is organizing, shipping and receiving all cardiac equipment going to and from the office. The Admin Assistant will work both independently and with team members to plan, organize and carry out activities that will assist Cardiac Monitoring Service to meet targets and provide an excellent level of customer service. This role is, in part, autonomous and will require comfortability in frontline decision-making and proactively improving process efficiencies to ensure the highest quality of service. The ideal candidate is a upbeat self-starter with strong organizational skills, exceptional attention to detail, particularly in data entry accuracy, and the ability to effectively prioritize tasks in a fast-paced environment.

Requirements

Experience working in an office management, administrative or customer service role
Excellent collaboration skills with the ability to work effectively across different cultures to support Cardiac Monitoring Service’s team
Excellent interpersonal skills with the ability to positively connect with and relate to people at all experience levels and backgrounds
Excellent written and verbal communication skills
Strong problem-solving and decision-making skills
Strong computer skills and willingness to learn new technologies and software products
Strong attention to detail, time management skills and ability to manage competing priorities
Ability to independently manage and over-see projects and to proactively promote ways to improve process efficiencies
Be a self-motivated individual with ability to effectively work autonomously with a hands-on approach to get the job done
Positive ‘Can do’ attitude, a commitment to teamwork and enthusiasm to help others
Enjoys a variety of tasks and is flexible and adaptive to changing workloads, deadlines, and developments
Alignment (professional and personal) with CardioScan’s core values and expected behaviors
Reliable and punctual

Responsibilities

Greeting external visitors, customers, couriers, and employees
Attend to reception and phone inquires in a pleasant and polite manner while directing calls to appropriate parties or forwarding messages
Prepare and ship all equipment, supplies, and hook up kits, for new and existing customers
Maintenance of office equipment, supplies, and office facilities
Conduct monthly stock audits and order cardiac and office supplies as needed
Database and records management using various software programs SharePoint, BeatBox, Salesforce, Asset Management
Maintain accurate records for shipping and receiving equipment
Conduct Quality Assurance protocols on equipment being deployed
Participate in equipment and maintenance and collection calls
Work with all departments to assist on a range of activities and projects
Assist with arrangements of internal meetings, external events, staff lunches and celebrations
Assist in organizing and coordinating exciting internal programs and initiatives to promote team building
Follow all Standard Operating Procedures as pertains to this role
Other duties as requested by General Manager
Involvement in other ad hoc tasks and projects that will assist you in actively building your career with CardioScan / Cardiac Monitoring Service