We are looking for a Client Services Specialist & Administrative Assistant to ensure that Laboratory clients have a positive impression of the company and confidence in its services through helpful and efficient in-person, phone and email communication. The successful candidate will facilitate incoming samples for testing and outgoing bottles for sample collection, while utilizing the LIMS (Laboratory Information Management System) to perform administrative functions necessary to maintain daily operations.
Essential Responsibilities
Client Services Responsibilities
- Greet clients, receive samples, verify Chain of Custody information and prepare and distribute samples for testing.
- Pleasantly answer and direct incoming phone calls.
- Educate clients on sampling instructions, requirements, hold times, volumes, types of testing, and web portal for accessing Analytical Reports.
- Ensure a clean and organized ‘front of house’ experience.
- Prepare sample bottles for client pickup, for P&N field staff, and for UPS shipments.
- Assist with facilitating scheduling of field staff and client sample pickup/drop-offs.
- Facilitate the shipping and receiving process, while maintaining a clean and organized Deliveries Storage Room.
Administrative Assistant Responsibilities
- Login client, sample, and testing information to LIMS (Laboratory Information Management System). Create and apply labels to appropriate sample bottles for testing.
- Read, record, and file Analytical Reports electronically in the LIMS.
- Supplies:
- Maintain inventory of chemicals, glassware, sample bottles, and other supplies.
- Ensure that all supplies are stored in appropriate and safe locations.
- Become familiar with process of ordering supplies from multiple vendors.
- Follow all safety practices according to the Chemical Hygiene Plan.
Other Duties and Responsibilities
- Operate, maintain, and calibrate pH and Conductivity meters.
- Clean glassware, disposing of samples appropriately.
- Assist with cleaning and with organizing tasks in the laboratory areas such as washing bottles, recycling or disposing of materials appropriately and restocking supplies.
- Assist laboratory staff with tasks as time allows and testing volumes warrant.
- Other duties as needed
Knowledge, Skills and Competencies
- Establish and maintain positive working relationships with colleagues and clients.
- Communicate in a clear, thorough, and timely manner using appropriate and effective communication tools.
- Strong knowledge of customer service principles and commitment to serving clients.
- Work cooperatively and effectively with others to accomplish tasks, resolve problems, and make decisions.
- Strong attention to detail.
- Ability to adjust priorities and focus frequently and rapidly.
- Ability to work independently and as part of a team.
- Strong aptitude for problem solving.
Working Conditions and Environment
The Client Services Specialist & Administrative Assistants work almost exclusively in the laboratory reception area environment. Understanding the safe use of hazardous materials and potentially pathogenic organisms is required. There is continuous oral and written communication with clients and colleagues. The noise level in the work environment is usually low to moderate. Specific vision abilities include depth perception, close vision and the ability to adjust focus. They must frequently lift up to 10 pounds and occasionally lift up to 35 pounds or more.
Education and Experience
Minimum
- High school diploma or GED
- 2+ years of customer service experience
Preferred
- Associates or Bachelors degree in business, administration, environmental science or other related field
- 5+ years of experience in a client-focused laboratory setting