Admin Assistant

Top Job

Located in Englewood Cliffs, NJ

Salary: $22-$25

We are hiring an ADMINISTRATIVE ASSISTANT. This position supports the Call Center and Customer Service team by monitoring case activity, verifying billing and invoice information, tracking communications, and ensuring that follow-up activities are completed in a timely manner. This position requires strong attention to detail, organization, communication skills, and the ability to identify and resolve discrepancies.

Essential Duties and Responsibilities

Call Monitoring and Follow-Up

• Monitor missed calls voice mail and call activity within Zoom.
• Review missed calls to ensure that calls are returned promptly.
• Check call records to verify that dental offices have received appropriate follow-up.
• Identify calls that have not been returned and communicate with the appropriate team member to ensure follow-up is completed.
• Assist in maintaining accurate call records and documentation.
• Monitor voicemail and other communication channels as assigned.

General Mailbox Management

• Monitor the company's general mailbox throughout the day and make sure every incoming message is reviewed promptly.
• Respond directly to general inquiries that don't need a specific department.
• Route messages that need a specific department to the right team (such as Customer Service, Billing, Production, or Shipping), and make sure each one is received.
• Follow up on routed messages to confirm they're resolved, and keep the mailbox organized so nothing is missed or left unanswered.

Due Date Review Data validation

• Review case due dates in the Excel tracking sheet every day to make sure they're accurate and matching.
• Find and fix any conflicting or overlapping due dates, such as duplicate entries, dates that don't match the case details, or too many cases due on the same day.
• Tell the right department or team member right away about any date that needs to be adjusted and update the sheet once it's settled.
• Keep the spreadsheet organized so the team has a reliable schedule to work from, and no case misses its deadline.

System Message Monitoring

• Check messages in the lab's system several times throughout the day so nothing sits unread.
• Review each message and send it to the right department based on what it's about, such as a case question, a billing issue, or a delivery request.
• Confirm that each department receives its messages and follow up on any that haven't been answered.
• Flag anything urgent or unclear to a supervisor right away, so every message ends up with the right person and gets handled on time.

Administrative Responsibilities

• Maintain organized and accurate records.
• Enter and update information in company systems.
• Prepare reports or tracking documents as requested by management.
• Assist with identifying recurring cases, billing, or communication issues.
• Maintain confidentiality of company, patient, doctor, and account information.
• Perform other administrative duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, customer service, call center, or medical industry experience preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and follow-up skills.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities.
• Comfortable working with computer systems, Zoom, excel, and other company software.
• Ability to identify discrepancies and take appropriate action to resolve them.
• Ability to work independently while also communicating effectively with the team.

Schedule: Monday to Friday from 10am to 6pm

Pay: $22-$25/hr.

Apply online at www.expresspros.com/unioncitynj

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