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Client Relations Specialist and Administrative Coordinator

2 months ago

South San Francisco, California, United States Spirair, Inc. Full time
Job Overview

Spirair, Inc., a pioneering medical device firm backed by venture capital, was established by two innovative Stanford Biodesign fellows. Our mission is to enhance patient outcomes and experiences through groundbreaking solutions. We are dedicated to creating sophisticated technologies that improve care accessibility and effectiveness, collaborating with top ENT experts and industry leaders to provide impactful and minimally invasive treatment options.

We are seeking a skilled professional to fulfill the dual role of Client Relations Specialist and Administrative Coordinator. This individual will deliver exceptional customer service to both external clients and internal teams, oversee office operations, and assist various departments as required.

Key Responsibilities

Client Relations Specialist

  • Act as the primary point of contact for incoming customer inquiries, effectively triaging and directing them to the appropriate personnel.
  • Process sales orders and ensure accurate alignment with the company's CRM system.
  • Initiate and manage customer complaints based on field feedback, directing them to the appropriate channels.
  • Coordinate timely shipments to clients, ensuring a high level of service.
  • Monitor and track inventory of sales team stock, ensuring accountability for devices.
  • Generate reports on sales performance against inventory levels for operational review.
  • Handle accounts receivable transactions and maintain accurate financial records.
  • Follow up on overdue payments, ensuring prompt resolution.
  • Manage vendor credentialing processes and assist the sales team with vendor setup.
  • Provide administrative support to field representatives, including logistics for training materials and products.

Administrative Coordinator

  • Receive and log incoming shipments, distributing them to the relevant team members.
  • Sort and distribute daily mail and express deliveries to appropriate staff.
  • Support manufacturing operations through:
    • Tracking and managing manufacturing components.
    • Inventory oversight and materials planning.
    • Placing orders for necessary manufacturing supplies.
    • Monitoring supplier delivery schedules and communicating any delays.
    • Transporting components as needed between storage and manufacturing sites.
  • Assist the Quality Assurance team with:
    • Maintaining documentation and records.
    • Supporting document control processes, including routing and filing.
    • Keeping training records updated and notifying staff of requirements.
  • Facilitate visits from service providers and vendors, ensuring smooth operations.
  • Coordinate meetings, including space reservations and technical support.
  • Develop and manage operational workflows and procedures as necessary.
  • Maintain inventory of kitchen and office supplies.
  • Ensure proper filing and organization of company documents.
  • Provide general administrative support to team members as needed.

Preferred Qualifications

Education and Experience:

  • Bachelor's degree or equivalent experience is preferred.
  • Minimum of 3 years in customer service roles is preferred.
  • Experience in a startup environment is advantageous.

Skills and Abilities:

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Exceptional interpersonal, organizational, and problem-solving skills.
  • Strong written and verbal communication abilities.
  • Meticulous attention to detail and ability to manage multiple tasks effectively.

Benefits

Spirair offers competitive salaries, equity options, and comprehensive benefits, including medical, dental, and vision insurance, paid time off, and a 401(k) plan. Legal authorization to work in the United States is required. We are committed to diversity and equal opportunity in our hiring practices.

This position is classified as non-exempt and offers an hourly wage range based on experience and qualifications.