Area Operational Office Assistant

Job Type

Part-time

Description

At Pylant Medical, we are driven by positive patient outcomes with our primary focus on helping our surgeons treat their patients better. This is accomplished through a dedication to medical education for both our surgeon partners and our sales personnel.

The Area Operations/Office Assistant position is responsible for developing relationships and providing support to the Administrative, Operational and Sales functions of Pylant Medical for the Area. As the initial contact of the Area, either on the phone or in the office, this person will be expected to present themselves in a professional manner and conduct any business in an ethical manner based on Pylant Medical policies.

To be successful in this role, you will need to function independently as well as within a team environment. As a supportive role to Pylant Medical, this position will need to be flexible and able to handle the responsibilities with multiple priorities. This position will report to Area Managers and will report any changes, challenges or conflicts regarding day-to-day activities to this local management team, as needed or called for.

This position is considered a salaried position with full time benefits.

Requirements

As the Area Operations/Office Assistant, you will serve as the primary contact to our Sales Representatives for the territory office/warehouse. You are required to Show up for work on time, ready to perform job duties each and every day and stay until shift is complete or until special projects are finished or manager has determined work is complete. The hours for this position will be M-F from 9am - 2pm.

The responsibility of this position is managing specialized work efficiently, with confidence and competence. The position requires above average attention to details, concern for the exact correctness of work, and strong commitment to tasks completed on time. The person in this position will take work seriously, has a strong sense of duty, and is disciplined. A somewhat faster-than-average pace will be the norm for this position. Detailed, specialized work is the major focus.

Role Responsibilities Include:

• Answer phones and direct accordingly
• Open and Close office/storage areas.
• Each day ensure all work areas are clear of product/debris and maintain an overall neat appearance.
• Order, pick up and distribute office supplies/products, as needed.
• Provide administrative support related to copying or scanning documents, faxing or distributing faxed documents, retrieving mail and distributing.
• Provide Reports as requested by Territory Managers.
• Basic proficieny in Microsoft products including Word and Excel
• Provide daily support to Sales Reps in ordering product and inventory control utilizing inventory management system, Redspot, to enter bills, process or troubleshoot items for customers.
• Deliver products to local facilities.
• Pull product and stock kits for Reps as needed.
• Order product for Area/Territory warehouse based upon reports (Use and Replace).
• Keep product in Area/Territory warehouse properly inventoried, stocked and rotated.
• Support Pylant Medical in managing consignment costs by monitoring expiration, damaged product and orders based upon sales, including working with other HQ/Territory personnel to share product and determine trends.
• Distribute product to Reps based upon need.
• Provide Pylant packing slip in each shipment so Reps can reconcile their shipments with product received.
• Shipping and receiving product, as needed, including opening boxes, reconciling packing slips and distributing shipments to its proper location.
• Work with FedEx and UPS to receive and ship items.
• Learn FedEx software to schedule pickups as needed and to ship to remote Pylant locations.
• Scan returned product back to warehouse with a discerning eye for expiration, damage and sellabiity.
• Work with other warehouse personnel in remote locations to share product, determine trends.
• Learn basic product terms and concepts pertaining to different sales categories.
• Must make an attempt to learn basic product terms and concepts pertaining to different sales categories, like shoulder, knee/hip, DEX, etc.
• Learn and maintain skill level on the inventory management system, Redspot, in order to function highly with regard to tracking inventory, sales/inventory reporting and problem solving.
• Learn Arthrex ordering database in Arthrex Business Portal.
• Learn all Reps locations, drop ship locations, special shipping instructions, etc., necessary for getting product to all local and remote locations.
• Handle recalls/obsolete product as Arthrex determines, including alerting Reps to the product that has been deemed obsolete or has been recalled, giving specific instructions and handling the return to the Grapevine warehouse.
• Participate in quarterly/annual audits including but not limited to scanning, counting, bundling, marking and otherwise accounting for product.
• Work additional time as needed per special projects in order to complete them.
• Work with the Operations team to solve problems, reconcile territory inventory to Arthrex, track sets, etc.