Administrative Assistant

HUDSON CITY CONSULTING LIMITED LIAB • Full-time • Lyndhurst, New Jersey, United States • $22 - $25 / hour • 23h ago

Benefits:

401(k)
401(k) matching
Health insurance
Opportunity for advancement
Paid time off

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.

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.