Office Manager - Job Description

Title: Office Manager

Company: Corwin Health Physics, Inc.

Location:  1230 S. Gold St., Centralia, WA

Classification: Non-Exempt

Status: Full-Time, 40 hours per week

Schedule: Monday-Friday, 8:00 a.m. to 4:30 or 5:00 p.m.

Company Description: Corwin Health Physics is a Pacific Northwest-based medical physics consulting firm serving hospitals, clinics, and imaging centers throughout the region. We provide imaging equipment evaluations, radiation safety consulting, shielding design, and regulatory support with a strong commitment to professionalism, responsiveness, and excellent customer service.

At Corwin Health Physics, we believe a positive team culture is just as important as technical excellence. We are a family-oriented company that values integrity, reliability, and mutual respect. Our team works hard, supports one another, and takes pride in creating an environment where everyone contributes and no one is left carrying the workload alone. We value long-term relationships with both our employees and clients, and we strive to maintain a workplace that is collaborative, encouraging, and rewarding.

General Description: The Office Manager will be the first-line customer service contact for the company and main administrative support for the company’s employees.  He/she will coordinate jobs and act as a liaison between clients and physicists.  The main purpose of the position is to keep the day-to-day process of the company running smoothly and provide consistency and continuity in client services.   

Education and Experience

·         Bachelor’s degree in Business Management (or related field)

·         2 years’ experience in an administrative position

·         2 years’ experience in a customer service environment

·         Proficient with Microsoft Office (Word, Excel, Outlook) software.

·         Typing speed of 45-50 wpm

Key Competencies

·         Ability to effectively and efficiently communicate information, both orally and in written form, according to the needs of the audience

·         Excellent phone and customer service skills (professional, cheerful, eager to help, good at learning names and remembering which contacts are from which facilities.)

·         Detail-oriented with a high standard for quality

·         Self-motivated, willing to take initiative and anticipate needs of both clients and physicists

·         Honesty/Integrity

·         Responsibility/Dependability

·         Strong work ethic

·         Ability to multitask and manage multiple projects at once

·         Decision-making, analysis, and problem solving skills

·         Ability to present a professional image (appropriate dress, language, and mannerism.)

Other Requirements

·         Valid driver’s license and access to a reliable vehicle

·         Physical ability to perform general office work, which involves sitting most of the time, but may also involve walking or standing for brief periods of time. 

·         Ability to lift up to 25 lbs. 

Job Duties and Responsibilities:

-          Answer phone, direct calls, and be the main customer service contact for the company

-          Develop a connection/rapport with clients – learn names and positions and client locations

-          Respond to client requests (shielding, credentials, general questions) via phone and email

-          Communicate messages to physicist, and make sure the client receives the appropriate follow up

-          Shielding intake, payment processing, and job tracking

-          Print and mail reports

-          Pick up and sort mail daily

-          Manage office supply purchases, storage, and organization

-          Manage office equipment (printers, etc.)

-          Perform various administrative tasks and projects as assigned by physicists and the Director of Operations

-          Confirm scheduled jobs and prepare job folders for physicists

-          Job tracking and management (make sure requests get entered into the company’s online service request database and tracked and completed appropriately)

-          Coordinate with clients to schedule jobs as they are due

-          Perform client billing when jobs are complete

-          Manage client account information and keep accurate records in online client database

-          Maintain and tidy office on regular basis (coordinate for office cleaner visits)

-          Process intake of radiation detectors and ship back to clients