Administrative Assistant - 63 - Rep-Lite

Join Our Team as an Administrative Assistant - Pleasanton, CA based

Are you an organized, detail-oriented professional with a knack for multitasking? Do you thrive in a dynamic environment where your contributions are essential to the success of the team? If so, we want to meet you!

We specialize in providing top-tier services to maintain and support critical equipment in the healthcare industry. We’re looking for an Administrative Assistant to keep our operations running smoothly and ensure exceptional service delivery.

What You’ll Do

As an integral part of our team, you’ll:

1. Provide Administrative Support

• Coordinate schedules, meetings, and travel for technicians and managers.
• Maintain accurate service logs, equipment tracking, and calibration schedules.
• Ensure service and repair documentation meets compliance standards.

2. Enhance Our Customers' Experience

• Serve as the first point of contact for customer inquiries, delivering exceptional service.
• Prepare service quotes, follow up with clients, and ensure customer satisfaction.

3. Keep Things Organized

• Manage data related to service history, customer requests, and vendor information.
• Create insightful reports on equipment performance and maintenance trends.

4. Keep Us on Track

• Assist in planning preventive maintenance schedules.
• Coordinate with vendors and suppliers to ensure timely delivery of parts and tools.

5. Ensure Compliance

• Maintain records aligned with industry standards like ISO 13485 and FDA requirements.
• Help prepare documents for audits and quality checks.

6. Keep the Office Running

• Manage office supplies and ensure the team has what they need to succeed.
• Protect sensitive information with confidentiality and professionalism.

What You Bring

We’re looking for someone who has:

• A high school diploma or equivalent (Associate’s degree or higher preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking abilities.
• Excellent communication skills—both written and verbal.
• Familiarity with biomedical equipment service logs and healthcare compliance standards (a plus!).
• Experience with CRM systems or scheduling software (preferred).
• Bonus Skills: Background in a technical field (e.g., equipment maintenance, manufacturing, or equipment repair), especially in the medical field, is highly desirable.

What Sets You Apart

• Experience with inventory management, quoting, customer service, invoice writing, and CRM management.
• A proven ability to navigate complex systems while maintaining a customer-focused approach.
• Exceptional attention to detail and accuracy in record-keeping.
• Stellar time management skills to juggle multiple priorities.
• A problem-solving mindset with a proactive attitude.
• A collaborative spirit with the ability to work independently when needed.

Why Join Us?

• Competitive Salary & Benefits: We value your contributions and reward your hard work.
• Career Growth: Opportunities to advance within the department.
• Cutting-Edge Exposure: Work with the latest medical, imaging, and laboratory equipment technologies.

Ready to Make an Impact?

If you’re ready to take your career to the next level and play a pivotal role in a thriving industry, we’d love to hear from you. Apply today!

Rep-Lite receives a large volume of resumes for each position and regretfully cannot respond to each application.

If we have an interest in speaking with you further, we will email a request for a video interview. Sometimes these emails end up in spam/junk so please make sure you are checking them periodically; the sending domain will be @applytojob.com.

Thank you for your interest in Rep-Lite and good luck in your search!

***“Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

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