Customer Service Representative and Office Administrator

Spirair, a venture capital backed medical device company, was co-founded by two Stanford Biodesign and Innovation fellows with a shared interest in optimizing outcomes and patient experience through innovation solutions. With a passion for developing elegant technologies that evolve care and enhance accessibility and effectiveness, the Spirair team is partnering with leading ENT advisors and industry veterans to offer treatment options that are both massively impactful and minimally invasive.

We are looking for a talented individual to play the dual role of Customer Service Representative and Office Administrator. This person will provide customer service and support to external customers and the internal team, manage the company’s office services, and support other internal teams as needed.

Requirements

MAJOR DUTIES AND RESPONSIBILITIES

Customer Service Representative

• Primary contact for calls into the Customer Service line (ability to triage and direct queries to the right person).

• Receive and process Sales Orders and assure alignment with SalesForce.

• Initiate Complaints based on incoming field information and direct calls into the Complaint or Feedback phone line

• Manage all shipments to customers in a timely manner.

• Track sales team trunk stock and assure accurate device accountability.

• Track sales against Finished Goods Inventory and produce timely reports to Operations.

• Process Accounts Receivables payments and process to Spirair financial accounts.

• Track and follow-up on overdue payments from customers.

• Manage vendor credentialing programs.

• Assist sales team on vendor set up requirements.

• Provide administrative and clerical support to field representatives as needed, such as shipping training supplies, products, etc.

Office Administrator

• Receive and log shipments into Spirair and distribute to the appropriate personnel.

• Receive and sort daily mail and express documents and distribute to the appropriate personnel.

• Assist manufacturing operations with:

o Movement and tracking of manufacturing components.

o Inventory tracking and materials planning.

o Placing orders for manufacturing components.

o Monitoring supplier timeliness of deliveries and proactively communicate scheduling delays to operations.

o As necessary, deliver components from South San Francisco storage locations to the contract manufacturer.

• Provide support to the Quality team, including:

o Maintaining files.

o Help with document control prep, routing, filing, and notifications.

o Maintaining training records and reminders.

• Facilitate office visits of service providers (such as HVAC, pest control, biohazard waste collection, equipment repair, etc.), visitors, and vendors.

• Arrange meetings (such as reserving space, supplies, tech support, etc.).

• Develop, implement, and manage general company operations, workflows, and procedures as appropriate.

• Stock kitchen and office supplies.

• General filing and organization.

• Provide administrative support to team members as needed.

PREFERRED QUALIFICATIONS

Education and/or Job Experience:

• Bachelor’s degree or equivalent preferred.

• 3+ years of customer service experience preferred.

• Start-up experience preferred.

Skills, Abilities, and Requirements:

• Proficient in Microsoft Word/Excel/PowerPoint.

• Excellent interpersonal, organizational, problem-solving, and written/verbal communication skills.

• Strong attention to detail.

• Ability to prioritize and manage multiple activities.

Benefits

Spirair offers highly competitive salaries, equity, and benefits, including medical, dental, and vision insurance, paid time off, and 401(k). Legal authorization to work in the US is required. We are not able to sponsor individuals for employment visas for this job. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment verification form upon hire.  

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

This is a non-exempt, hourly position, with a pay range of $30-$40 per hour. Compensation will be based on a variety of factors, including experience, qualifications, and internal equity. This position is based in our South San Francisco, CA location.