Administrative Assistant

Responsibilities

• Cookout reminders related to compliance activities and testing deadlines, ensuring customers receive timely follow-up on missing or late submissions.
• Place courteous follow-up calls to dental practices regarding outstanding spore testing records while keeping conversations focused on reminders rather than detailed results.
• Respond to incoming calls that involve questions about testing status, compliance-related processes, and general support needs.
• Review incoming requests for products and samples, then enter and process order details accurately using established tracking documents.
• Maintain Excel-based logs for sample requests, including practice information, requested items, and quantities, while keeping records current and organized.
• Use existing spreadsheets and distributor order workflows to support daily order entry and fulfillment coordination.
• Update compliance information within the company dashboard to reflect current records and follow-up activity.
• Handle sensitive customer and practice data with discretion, professionalism, and careful attention to accuracy.
• Support a team-oriented environment by communicating clearly, assisting where needed, and contributing to dependable administrative operations.

Requirements

• Experience in administrative support, customer service, order processing, or a similar office-based role.
• Strong verbal and written communication skills with the ability to speak professionally and confidently with customers.
• Proficiency with Microsoft Outlook, Excel, and Word, including comfort working within existing spreadsheets and tracking files.
• Able to manage data entry tasks with accuracy and maintain organized records across multiple administrative processes.
• Comfortable making a high volume of outbound calls and handling occasional inbound inquiries in a friendly and composed manner.
• Strong attention to detail and the ability to work responsibly with confidential information.
• Collaborative, coachable, and easy to work with, with a positive approach to feedback and teamwork.

Qualifications

• Experience with HubSpot or compliance tracking systems is helpful but not required.