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Administrative Coordinator

Auxilium Health
Oshawa, ON

Postuler rapidement

Détails du poste

Temps plein
De 40 000 $ à 55 000 $ par an
Il y a 10 jours

Profil recherché

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
Service à la clientèle
Classement
Expérience en laboratoire
Microsoft Office
Gestion de bases de données
Baccalauréat
Sens de l'organisation
Compétences en informatique
Compétences en communication

Description complète du poste

#LI-DNI

JOB DESCRIPTION

POSITION Administrative Coordinator
COMPANY AND LOCATION Stratum Canada, Oshawa, ON
EMPLOYMENT TYPE Permanent, Full Time
HOURS WORKED 37.5 hours/week (10:00am – 6:00 pm)

DIRECT REPORTS No

POSITION SUMMARY:
The Administrative Coordinator serves as the primary front-facing staff member responsible for customer interactions and sample management, as well as laboratory and distribution paperwork. As a Customer Care representative, this individual facilitates new customer setup, responds to customer inquiries via phone or email, addresses questions independently when possible, and connects customers with the appropriate subject matter experts for more complex issues. Additionally, this position is responsible for receiving, documenting, and storing customer samples for testing. The specialist also supports laboratory operations by organizing, scanning, and filing critical operational documentation.

GENERAL RESPONSIBILITIES & ESSENTIAL FUNCTIONS:

Customer Care

Assist the business development team with onboarding process for new customers, including setup and orientation (sample submission portal, shipping, NDA, New Customer Forms, Testing Service Agreement etc.)
Responding to customer inquiries through phone, email or in-person
Addressing questions/issues or escalating to the appropriate SME
Reaching out to customers when testing amendments or issues arise
Proactively communicate with customers regarding their samples, providing updates and addressing any concerns
Support team initiatives aimed at enhancing customer satisfaction and operational efficiency

Reception

Greet and welcome visitors, notifying staff of arrival and follow visitor controlled access procedures
Facilitating outgoing and incoming deliveries
Manage incoming phone calls, directing inquiries to appropriate personnel and taking messages as needed
Coordinating meeting room usage and bookings
Organizing waste and dry cleaning pickup
Maintain a clean, organized, and professional reception area

Receiving and Storing Customer Samples

Receive, document, and properly store customer samples for testing, ensuring adherence to established protocols
Storing customer samples under customer indicated storage conditions and according to risk level
Reconciling sample submission information with sample delivery
Reaching out to customers when discrepancies arise
Work closely with laboratory staff to ensure seamless communication and coordination of testing processes

Document Management

Preparing documentation (workorders, worksheets, lab reports)
Organize, scan, and file critical operational documents, ensuring easy retrieval and compliance with regulatory standards
Follows protocols regarding document lifecycle: storage, handing, retention, transmission and destruction
Scans, file and creates storage systems for documentation that improve efficiency
Keep documents organized and stored according to appropriate naming conventions
Assisting in supplier qualification program
Collecting, compiling and reviewing monthly documentation package

Compliance Management

Understanding company policies and applicable SOPs to ensure that documentation complies with relevant requirements, including ISO 17025, ISO 9001, Health Canada and PHAC
Inspects documents for compliance with Good Documentation Practices (GDP) according to ALCOA principals

QUALIFICATIONS:

Excellent interpersonal skills
Experience in the transport and/or storage (cold chain management) of pharmaceutical products
Proven experience in a customer service role, preferably within a laboratory or healthcare environment
General understanding of laboratory and distribution processes is a plus
Experience with database management and meticulous organizational skills
Ability to multitask and work effectively in a fast-paced environment
Excellent verbal and written communication skills
Ability to effectively communicate complex analytical information to non-specialists
Ability to read, understand and comply with Company policies and SOPs, including safety rules and regulations
Intermediate level computer skills in Microsoft Office, Word, Excel, Outlook and PowerPoint

EDUCATION:

Bachelor’s degree or advanced diploma in a related science field
Minimum of 2 years in a customer-facing role, preferably in a laboratory or pharmaceutical setting

SPECIFIC WORKING CONDITIONS OR PHYSICAL REQUIREMENTS:

Work will be performed in an office or laboratory setting, which may include exposure to laboratory samples.
May require the ability to lift and carry boxes of samples or supplies
Extended periods of sitting at a desk for data entry or standing while managing samples may be necessary
Fine motor skills and manual dexterity for tasks such as handle laboratory samples, documentation, and equipment with precision

OUR RECRUITMENT PROCESS:

Application and Questionnaire - Candidates submit an application and complete the initial questionnaire.
Pre-Screen Video Interview - Qualified candidates may be invited to complete a short one-way video pre-screen interview
In-Person Interview - Shortlisted candidates will be invited to attend an in-person interview at our head office.
Offer and Background Check - The successful candidate will be offered the position, pending a criminal background check and references.

We appreciate the applications from all candidates but please note we will only be contacting the candidates that are selected for an interview.

Stratum Canada is an equal opportunity employer. We welcome diversity and are committed to creating an inclusive environment for all employees. Accommodations are available on request for candidates taking part in all aspects of the selection process.

This position is being posted to fill an existing vacancy within our team.

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