Office Administrator

ONE PHYSICS HOLDINGS LLC•Washington, MA

26d•$25 - $30•Onsite

About The Position

The Office Administrator is based in Centralia, Washington, and serves as the company’s first-line customer service contact and primary administrative support for employees. The role supports day-to-day operations by keeping administrative processes running smoothly, maintaining accurate and current client information, and providing consistent client service. The position handles client communications and requests, maintains service-request and client records, prepares and files documents, coordinates mail and office supplies and equipment, and processes and ships radiation detectors and other materials. It also supports physicists and the Director of Operations with administrative tasks and projects, and helps maintain an orderly office and improve administrative efficiency and consistency.

Requirements

At least 2 years of experience in an administrative position.
At least 2 years of experience in a customer service environment.
Proficiency with Microsoft Office software, including Word, Excel, and Outlook.
Typing speed of 45–50 words per minute.
Ability to communicate information effectively and efficiently, orally and in writing, according to audience needs.
Excellent phone and customer service skills; professionalism, cheerfulness, eagerness to help, and ability to learn names and remember client facility affiliations.
Detail-oriented, with a high standard for quality and accuracy.
Strong organizational skills and ability to maintain accurate records and orderly workspaces.
Self-motivated, willing to take initiative, and able to anticipate client and physicist needs.
Honesty and integrity.
Responsibility and dependability.
Strong work ethic.
Ability to multitask and manage multiple tasks and projects simultaneously.
Decision-making, analysis, and problem-solving skills.
Ability to follow established procedures and maintain consistency in administrative processes.
Valid driver’s license and access to a reliable vehicle.
Physical ability to perform general office work, including sitting most of the time and walking or standing for brief periods.
Ability to lift up to 25 pounds.

Responsibilities

Answer and direct phone calls, serving as the company’s main customer service contact.
Build rapport with clients and learn their names, positions, and locations.
Respond to client requests about shielding, credentials, reports, and general questions by phone and email.
Direct scheduling inquiries and requests to the appropriate scheduling personnel.
Communicate messages to physicists and other employees and help ensure clients receive appropriate follow-up.
Process shielding design intake by collecting client information, organizing supporting documents, processing payments, and entering requests into the online service-request database.
Follow up with clients to obtain missing information or documentation for shielding designs and other administrative processes.
Print, assemble, and prepare job folders and supporting materials for physicists.
Print and mail completed reports and other client documents.
Scan, label, organize, and electronically file reports, correspondence, and other documents.
Pick up and sort mail daily.
Manage office supply purchases, storage, and organization.
Manage office equipment, including printers and scanners.
Perform administrative tasks and projects as assigned by physicists and the Director of Operations.
Enter and update service requests in the online database, ensuring information is accurate and complete.
Maintain current client account information, including contact details, facility details, and equipment records, in the online client database.
Review client and equipment records for missing or outdated information and make corrections as needed.
Maintain and tidy the office regularly, including coordinating office cleaner visits.
Process intake of radiation detectors, maintain relevant records, and package and ship detectors back to clients.
Prepare and ship other equipment, documents, and materials as needed.
Maintain organized physical filing systems so documents and information can be located easily.
Assist with general office organization and identify opportunities to improve administrative efficiency and consistency.