Admin Assistant/Business Cooridinator

If you see challenges as opportunities, are always thinking five steps ahead, and have red-carpet customer service skills - then we are looking for you! This is a fantastic opportunity to join one of the industry’s most respected and fastest-growing companies, The InterMed Group!

The InterMed Group is a technology management company fulfilling the needs of our customers for over 20 years. InterMed sells and services biomedical equipment for clients across the country and is growing quickly. As a result, InterMed is on the search for a Business Coordinator in our corporate office in the Alachua, Fl area.

SUMMARY

The Admin Assistant/Business Coordinator is integral to the support of our operations and field engineering teams. You will be responsible for ensuring customer satisfaction by coordinating, monitoring, and maintaining service response time for contracted and non-contracted equipment. Interact with customers, vendors, and fellow employees in a professional manner. This position to be located at Presbyterian Hospital.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordinate Customer Service requests adhering to contractual and customer agreements to ensure the timely, professional, and accurate deployment of engineers/technicians to service corrective and preventive maintenance requests
• Timely entry of work orders for each request in CMMS along with supporting documents and approvals (customer and vendor PO authorization, estimates)
• Prioritize and escalate per company policy
• Act with a sense of urgency based on prioritization of calls
• Convey importance of each customer in a professional manner no matter how urgent the request
• Maintain area customer information and update in CMMS on a routine basis (as presented)
• Develop relationships with all customers with concentration on assigned area
• Understand customer contracts in area, update CMMS where appropriate, ensure all information is elevated to appropriate specialist for entry (contracts, coverage)
• Schedule preventive maintenance visits in accordance with contract and/or customer requirements.
• Routine Time & Material customer inquiries to evaluate service requirements
• Consistent follow-through and work order updates on all service requests to completion (monitor and work with Area Manager and Technician/Engineer to ensure service appropriately handled)
• Monitor requests to ensure all work orders are addressed to either a completed status or a solid plan communicated to the customer
• Support Field Service Engineer and customer as appropriate to facilitate and streamline service
• Monitor and report device records to ensure accuracy (tech assignment, vendor assignment, missing information). Report to and work with Area Manager to update. Assign to DBM, BCS or SBC as appropriate
• Conduct routine customer satisfaction surveys related to specific service events
• Assist Area Manager and internal billing contact in obtaining all necessary billing information prior to work order closure to ensure on-time billing. Prepare and send invoice to Finance within 4 business days of billable work order completion
• Coordinate annual test equipment calibration and support annual event as determined by Sr. Director of Operations
• Monitor preventative maintenance schedules, identify missing, report to Area Manager and Database Manager
• Monitor Primary/Secondary Technician and Service providers. Identify missing information, report to Area Manager, update as requested, or submit a case in CMMS for specialist to update
• Provide reporting to Area Manager or submit a case in CMMS on behalf of Area Manager for required reports
• Other duties as assigned

EXPERIENCE, EDUCATION, AND SKILLS REQUIRED:

• Associates Degree and above or equivalent experience.
• Candidates with Experience in Healthcare, preferably Medical Equipment Maintenance Industry strongly considered
• Proficient in Microsoft Products i.e. Word; Excel (Access a Plus)
• Self-directed - able to determine priorities, understand sense of urgency in critical situations, quick thinking and excellent time management.
• Excellent communication and interpersonal skills
• Ability to effectively communicate with customers, fellow employees and vendor representatives.
• Self-motivated, goal oriented, quality driven and capable of working independently and with a team.
• Flexible in adapting to new challenges in a fast paced industry and environment.
• Upbeat personality with a strong desire to help our customers

EEO

The InterMed Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.