Medical Physics Operations Associate

This is a fully remote position, open to applicants in Illinois.

📋 Description

• Support the Sales Team by leveraging knowledge of Landauer Medical Physics operations and quoting requirements to enhance client interactions.

• Generate quotations, letters, and proposals for review by the Sales Team and Regional Director.

• Join Kick-off calls with new or existing clients to collect essential account information, including billing details, equipment lists, and facility addresses.

• Oversee contract renewals by supplying active asset and subscription reports, updating assets as requested, and adjusting pricing and billing information in line with new agreements.

• Coordinate agreements through the legal review process within the ticketing system.

• Examine escalators and contract terms to confirm the correct pricing adjustments are applied.

• Assist with regional account management as required, covering areas such as contract discussions, renewal pricing, management of purchase orders, and ensuring client satisfaction.

• Provide support for remote services (CDOS, Optimize, Academy, RSS, and Shielding) as necessary.

• Investigate and rectify work order errors to guarantee client satisfaction and minimize business impacts.

• Regularly review generated error reports for necessary corrections.

• Identify deficiencies in workflows and processes within the system/department and collaborate with relevant resources to improve team capabilities.

• Manage the implementation of Salesforce.com for new client contracts, including account creation, formatting Excel and CSV files for uploading customer equipment and service details, ensuring accurate pricing and billing information, and coordinating with clients and physicists to establish future services.

• Conduct ongoing data maintenance to validate client assets, including responding to physicist requests for adding new items and updating existing equipment, adjusting service schedules based on requirement changes, survey accelerations or delays, or accreditation renewal dates, and addressing client requests for equipment replacements or removals.

• Create ad-hoc and one-time work orders for urgent tasks, ensuring services and prices align with issued quotes and purchase orders.

• Generate operational reports to verify efficient processing of work orders and assist with follow-up on overdue services.

• Finalize fee-for-service and contract work orders to ensure correct invoicing and that client portals and inventories are up to date and accurate.

• Process and export work order data for billing purposes.

• Edit and distribute imported invoices in QuickBooks as needed.

• Create and share memorized invoices in QuickBooks.

• Address customer inquiries regarding invoices.

• Assist the collections team by responding to invoice queries and providing reconciliations.

• Handle accounting inquiries, including credit/debit requests as necessary, and manage the reduction of credit and debit memos.

• Respond to phone calls and tickets via CRM Software (Zendesk) during business hours.

⛳️ Requirements

• Database Management & Computer Skills – Proficient in maintaining online databases such as Salesforce.com. Extensive experience with Excel, including formulas, lookups, and formatting. Skilled in Windows, Word, Outlook, PowerPoint, and Adobe Acrobat.

• Relational Skills – Must possess exceptional relationship-building skills when interacting with Regional Associates, Sales professionals, various internal departments, senior management, and customers.

• Detail-Oriented & Organized – Ability to learn and retain complex information. Willingness to gain thorough technical knowledge of all product lines/services. Skilled in prioritizing and planning work activities for efficient time management. Organized with the capability to maintain accurate and complete records and files.

• Problem Solving – Ability to identify issues, competently gather and analyze information, and independently resolve problems in a timely, professional manner.

• Discretion – Capable of maintaining client privacy and confidentiality in all corporate, personnel, and administrative matters.

• Adaptability – Must be able to adjust to changes in the work environment, manage competing demands, and handle frequent changes, delays, or unexpected events. Ability to multi-task and switch focus quickly while maintaining attention to detail.

• Dependability – Demonstrates reliability in attendance and punctuality, follows instructions, responds to management direction, and seeks feedback for performance improvement. Responsive to customers and internal departments with excellent follow-through in actions and words, ensuring timely, efficient, and professional fulfillment of commitments to clients.

• Flexibility – Willingness to accommodate flexible work hours as needed for meetings and coverage, with scheduling subject to change based on business and client requirements.

🏝️ Benefits

• Additional tasks and projects as assigned.

• Engage in team and personal daily/weekly management metrics.