Office Administrator

One Physics has been certified as a "Great Place to Work" 3 years in a row as well as "Best Workplaces in Healthcare" in 2022, 2023, 2024 by Fortune. One Physics employees enjoy the support and flexibility of their roles while exhibiting a passion for excellence in all areas of their work. We create a culture where employees feel valued and ensure our communities are receiving the best-in-class treatment they deserve.

At One Physics, our mission is to transform the health and safety of our communities by providing comprehensive medical physics and radiation safety solutions to our clients. Our organization is comprised of leading technical and diagnostic professionals in the medical physics field, coupled with a best-in-class business and client services support team behind the scenes. We share a passion for excellence, dedication to client and patient care, and a commitment to industry leadership.

This role will be based in Centralia, WA.

The Office Administrator will be the first-line customer service contact for the company and main administrative support for the company's employees. The main purpose of the position is to support the day-to-day processes of the company, ensuring that administrative operations run smoothly, client information remains accurate and up to date, and there is consistency and continuity in client services.

Education and Experience

• 2 years' experience in an administrative position
• 2 years' experience in a customer service environment
• Proficient with Microsoft Office (Word, Excel, Outlook) software
• Typing speed of 45–50 wpm

Key Competencies

• Ability to effectively and efficiently communicate information, both orally and in written form, according to the needs of the audience
• Excellent phone and customer service skills (professional, cheerful, eager to help, good at learning names and remembering which contacts are from which facilities)
• Detail-oriented with a high standard for quality and accuracy
• Strong organizational skills and ability to maintain accurate records and orderly workspaces
• Self-motivated, willing to take initiative and anticipate needs of both clients and physicists
• Honesty/Integrity
• Responsibility/Dependability
• Strong work ethic
• Ability to multitask and manage multiple tasks and projects at once
• Decision-making, analysis, and problem-solving skills
• Ability to follow established procedures and maintain consistency in administrative processes

Other Requirements

• Valid driver's license and access to a reliable vehicle
• Physical ability to perform general office work, which involves sitting most of the time, but may also involve walking or standing for brief periods of time
• Ability to lift up to 25 lbs.

Job Duties and Responsibilities:

• Answer phone, direct calls, and be the main customer service contact for the company
• Develop a connection/rapport with clients – learn names, positions, and client locations
• Respond to client requests (shielding, credentials, reports, general questions) via phone and email
• Direct scheduling inquiries and requests to the appropriate scheduling personnel
• Communicate messages to physicists and other employees, and help ensure the client receives appropriate follow-up
• Process shielding design intake, including collecting required client information, organizing supporting documents, processing payments, and entering requests into the company's online service request database
• Follow up with clients to obtain missing information or documentation needed for shielding designs and other administrative processes
• Print, assemble, and prepare job folders and supporting materials for physicists
• Print and mail completed reports and other client documents
• Scan, label, organize, and electronically file reports, correspondence, and other documents
• Pick up and sort mail daily
• Manage office supply purchases, storage, and organization
• Manage office equipment (printers, scanners, etc.)
• Perform various administrative tasks and projects as assigned by physicists and the Director of Operations
• Enter and update service requests in the company's online database, ensuring that information is accurate and complete
• Maintain accurate and up-to-date client account information, including contact information, facility details, and equipment records, in the online client database
• Review client and equipment records for missing or outdated information and make corrections as needed
• Maintain and tidy office on a regular basis (coordinate office cleaner visits)
• Process intake of radiation detectors, maintain appropriate records, and package and ship detectors back to clients
• Prepare and ship other equipment, documents, and materials as needed
• Maintain organized physical filing systems to ensure documents and information can be easily located
• Assist with general office organization and identify opportunities to improve administrative efficiency and consistency

Benefits

• Competitive compensation.
• PTO plan with paid company holidays.
• Health Insurance (Medical, Dental, Vision and Prescription).
• 401(k) Plan with company match after 1 year of employment.
• Group Life & Voluntary Life Insurance.
• Short Term & Long Term Disability.
• Flexible Spending Account (FSA).
• Health Spending Account (HSA).

Final offer amounts are determined by multiple factors, including geographic location, as well as candidate experience, education level and expertise. If you have questions on compensation, please ask your recruiter. After receiving a conditional employment offer, candidates must complete additional job-related screening processes as permitted or required by applicable law.

We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to HR@onephysics, and please be sure to include the title and the location of the position for which you are applying.