OFFICE ADMINISTRATOR/CUSTOMER SERVICE

Our company, the leading scientific image analysis software provider, develops digital image processing software to extract and mine knowledge from images. Products include world-renowned image analysis software, enterprise image database software and imaging toolkits that increase accuracy and automate research, development, and quality processes.

Our company is seeking candidates for an Office Administrator position at our Bethesda, MD location. We are looking for a dependable, and organized individual with excellent customer service skills. This is a high energy environment and candidate must possess the ability to multi-task and perform well under pressure. Excellent written and oral communication skills are a must. Advanced computer and MS Office skills are also required.

Customer Service

· Answer all incoming calls to Customer Service line during office hours

· Respond to customer voicemail messages in a timely manner

· Respond to emails in a timely manner

· Route customer calls & emails as needed

· Problem solve for customer and dealers until a satisfactory resolution is reached.

· Provide Upgrade Authorization Codes as needed, being sure to check validity of upgrade prior to issuing

· Enter Product Registrations into customer database (McDatabase) to maintain accurate customer records

· Distribute weekly leads to sales managers and resellers

 

Order Processing

· Enter customer orders into ImageProShop.com

· Act as liaison between Sales, Customers, Accounting and Production Department to ensure expedient order placement & delivery

· Process credit card payments

· Issue, manage and distribute RMA forms as needed

· Issue monthly credits to Accounting.

 

Liaison with Landlord

· Report any maintenance needs 

· Maintain garage/staff key log

· Contact for any building emergencies

· Focal point for lease issues

 

Kitchen Supplies, Office Supplies & Vending Machine Management

· Track and replenish kitchen supplies

· Order and replenish all office supplies

· Order catering for in-office events

· Contact for vending machine changes, problems

 

Key Control

· Set up/maintain control of keys

· Distribute and maintain backlog of all keys

· Issue keys for building access & restrooms for seminars/meetings

· Responsible for ordering additional entry keys and other keys made as need arises

 

Manage Transportation Options for staff

· Set up parking or transportation options for employees

· Get info to A/P for payroll deduction

· Send A/P paperwork each month to A/P to ensure payment to chosen parking vendor

· Add or delete metro riders to existing order

· Distribute metro passes monthly

· Complete paperwork for new allocation of fare cards

 

Contracts

· Responsible for creating & editing contracts: Dealer, OEM, VAR and any other misc. contractual agreements w/Media & customer

· Responsible for creating NDA (Non Disclosure Agreement)

· Responsible for tracking in “contract log” status of contracts

· Responsible for maintenance/filing on ALL of the above

 

Employment Ads

· Work with management to place employment ads with local & national job listing services as needed.

 

Trademark & Files

· Work with legal team & Product Managers to ensure all trademarks & patent files are accurate and current.

 

Billing Import

· Import billing files from IPS into Solomon on a daily basis. Ensure all files are imported correctly.

 

Accounts Receivable

· Email and call customers regarding past due accounts. Maintain list of past due accounts and actions taken to collect.