Administratative Assistant Inventory and Operations Manager (Debary, FL)

Administratative Assistant Inventory and Operations Manager

Title Medical Device Administratative Assistant Inventory & Operations Manager Reports To President CEO Area Debary FL Compensation Hourly (10.00 to 13.00 per hour depending on experience) plus a bonus paid on the % of sales booked within the month Status 1099 Independent Contractor Hours 9am 3pm 11am 5pm or 12 6pm (may have longer toward the end of the month to make sure all sales orders are entered) SALES ADMINISTRATIVE DUTIES & RESPONSIBILITES SALES ENTRY & REPORTING Retrospectively & prospectively tracking of daily sales and the percentage which they make up for the Month Quarter and Year < > Manage the input of Sales Orders to ensure that 95% of the monthly forecast is achieved. Weekly by each Friday (at) 5pm monthly sales to forecast by representative monthly pending or open orders weekly reports regarding representatives sub-agents activities Year to date performance compared to prior year. Monthly (at the end of the month) Mapping of the % of sales by day in each month Completed Monthly Dashboard ELECTRONIC & HARD FILE MANAGMEMENT Ensure outlook is hard configured on your computer for TMS Spine vs. utilizing the web based portal to ensure emails and the associated files are retained without TMS IT department. Ensure that ALL TMS emails and the TMS computer is backed up every evening. Ensure you have electronic files for each representative customer service parts bank inventory management personnel and save ALL pertinent email communication under the appropriate file. Maintain on file signatures (via DocuSign) from each representative & Sub-Agent regarding any and all inventory in their possession. NEW 1099 APPOINTMENT Ensure that the new representative is Active TMS email address as has shown competency in utilizing such both on their laptop as well as personal device (phone table IPAD etc etc) as well as Set up on TMS Spine University to complete the following TMS Spine Operating Room Procedures and Aseptic Techniques TMS Spine Radiation Safety TMS National Patient Safety Goals TMS Spine Overview of HIPPA Privacy Rules TMS Product Performance Protocol TMS Spine Bloodborne Pathogens & Sharps Safety TMS Spine Fire & Electrical Safety Set up on TMS Online Learning System to complete the following myCompliance 1 Leadership in Business Ethics 2012 myCompliance 2 Company 2012 myCompliance 3 Government 2012 myCompliance 4 Industry 2012 myCompliance Arrangements MA VT State Legislation 2012 myCompliance Arrangements AKS & Inducements 2012 Hospital Accreditation Support & assist representative to ensure they maintain the appropriate documents for their associated hospital approval this includes but is not limited to VendorMate RepTrax StatusBlue Parallon etc etc 1099 CONTRACTOR FILE Ensure that the company has on electronic file an executed copy through DocuSign (as well as the Signature Certificate) and hard copy executed on an annual basis (as applicable) the following Internal (office) Up-Dated Representative Check List Confidentiality Agreement (if 1099 Agreement not executed) 1099 Independent Agreement TMS Compliance Manual Completion Certification Compliance Flyer Code of Conduct Executed In-Kind Expenses on a Monthly Quarterly and annual basis. Representative approval documents (VendorMate RepTrax StatusBlue Parallon etc etc) Representative Check List External (each representative) Product binders to include all products by franchise identified by tab reference IDN (Tenet HCA Parallon Broward Health HPA etc etc) pricing by account Ensure all have TMS Spine App on their IPAD Printed Parts Bank Kit Information (all orders need to go through you) TRAINING EDUCATION Complete all requested compliance & product training on ZOLS and show competency in the Franchise applications and differentiation as to the products contained within in such as well as maintain a professional and technical knowledge by attending educational workshops (see attached). INVENTORY & OPERATIONS DUTIES & RESPONSIBILITIES SYSTEM MANAGEMENT Demonstrate competency in all TMS Spine sales recording management tools to include but not limited to DCS ZSIS & ZSMS for sales order processing recording & re-orders. REMOTE INVENTORY MANAGEMENT Ensure all information is recovered regarding any and all inventory being housed remotely regardless of location (hospital representative TMS Edge etc etc) Identify the On-Call personnel as well as contact numbers and communicate such to all representatives via email and posting on EVERYONE S calander for the weekend. Courier information contact information cost & insurance rider documentation. INVENTORY MANAGEMENT Act as main point of contact for representative & sub-agents for inventory (herein defined as ZDI Consignment Parts Bank implants & instruments TLD s expired lots etc etc) orders & requests anticipating needed supplies placing and expediting orders for supplies identify and maintain accurate monthly reports regarding each representative & sub-agents consignment & Parts Bank inventory and notify them well in advance of any Late Fee Charges Via DocuSign .this includes a detailed list of the BOM for each set consigned to include product number lot number (when applicable) description quantity and the associated list price for each. verifying receipt of supplies and removing excess supplies as needed. all inventory shipped (packing slips and BOM of sets) must be confirmed received and filed. < > Arrange for transportation (flight courier bus etc etc) for ZDI Triton inventory between representatives& sub-agents to ensure surgery schedules are met. Manage liaison with manufactures and representative & sub-agent to ensure fulfillment of inventory orders .this includes the any and all manufacturers requests for instrument returns expired lots & recalled inventory. Assist in tracking inventory shipments and providing support information to the representative & sub-agents regarding shipments including but not limited to order date ship date FedEx Tracking Number and estimated date and time of delivery. Manage Parts Bank extensions with Customer Service and the tracking of inventory being moved throughout the distributorship. Resolve logistical problems by coordinating preparation of reports analyzing data and identifying solutions as it pertains to inventory. Provide information to representative & sub-agents customers and companies represented by TMS by answering questions and requests as it pertains to inventory location & turn rates. Maintain supply inventory by checking stock to determine inventory level both internal and in the field anticipating needed supplies placing and expediting orders for supplies verifying receipt of supplies and removing excess supplies as needed. Competencies To perform the job successfully an individual should demonstrate the following competencies. Personality < > - Treats people with respect Keeps commitments Inspires the trust of others Works with integrity and honesty Upholds organizational values. Professionalism - Approaches others in a tactful manner Reacts well under pressure Treats others with respect and consideration regardless of their status or position Accepts responsibility for own actions Follows through on commitments. < > - Leads by example Provides direction Mobilizes commitment Accepts feedback from others Gives appropriate recognition to others. Initiative - Volunteers readily Undertakes self-development activities Seeks increased responsibilities Takes independent actions and calculated risks Looks for and takes advantage of opportunities Asks for and offers help when needed Is hard working persistent and achievement driven. < > - Sets and achieves challenging goals Demonstrates persistence and overcomes obstacles Measures self against standard of excellence Takes calculated risks to accomplish goals Demonstrates a healthy level of competitiveness.< > - Adapts to changes in the work environment Manages competing demands Changes approach or method to best fit the situation Deals well with frequent change delays or unexpected events Multi-tasks comfortably in a high-pressure environment.< > - Follows instructions Responds to management direction Takes responsibility for own actions Keeps commitments Commits to long hours of work when necessary to reach goals Completes tasks on time or notifies appropriate person with an alternate plan Accepts a high level of responsibility. Interpersonal Skills - Focuses on solving conflict not blaming Maintains confidentiality Listens to others without interrupting Keeps emotions under control Remains open to others ideas and trying new things. Skills Oral Communication - Speaks clearly and persuasively in positive or negative situations Listens and gets clarification Asks questions Demonstrates good presentation skills Participates in meetings. Written Communication - Writes clearly and informatively Edits work for spelling and grammar Varies writing style to meet needs Reads and interprets written information clearly. Business Acumen - Understands business implications of decisions Displays orientation to profitability Demonstrates knowledge of market and competition Aligns work with strategic goals. Customer Focus - Manages difficult or emotional customer situations Responds promptly to customer needs Solicits customer feedback to improve service Responds to requests for service and assistance Meets commitments. < > - Prioritizes and plans work activities Uses time efficiently Plans for additional resources Sets goals and objectives Prospects efficiently Develops realistic action plans. Problem Solving - Identifies and resolves problems in a timely manner Gathers and analyzes information skillfully Develops alternative solutions Uses reason even when dealing with emotional topics. Product Knowledge - Assesses own strengths and weaknesses Pursues training and development opportunities Strives to continuously build knowledge and skills Shares expertise with others. Organizational Focus Strategic Thinking - Develops strategies to achieve organizational goals Understands organization s strengths and weaknesses Analyzes market and competition Identifies external threats and opportunities Adapts strategy to changing conditions. < > - Displays willingness to make decisions Exhibits sound and accurate judgment Supports and explains reasoning for decisions Includes appropriate people in decision-making process Makes timely decisions Uses intelligence and judgment in all situations. Cost Consciousness - Works within approved budget Develops and implements cost saving measures Contributes to profits and revenue Conserves organizational resources. < > - Demonstrates knowledge of EEO policy Shows respect and sensitivity for cultural differences Educates others on the value of diversity Promotes a harassment-free environment. Organizational Support - Follows policies and procedures Completes administrative tasks correctly and on time Supports organization s goals and values Benefits organization through outside activities. < > - Demonstrates accuracy and thoroughness Looks for ways to improve and promote quality Applies feedback to improve performance Monitors own work to ensure quality Completes work in timely manner Works quickly Bachelor s degree preferred but not required. Emphasis in Biology Anatomy or Business is preferred but not required. Must have a valid drivers license & dependable transportation Background Check Does not reveal any criminal conviction Does not reveal ineligibility for rehire with any former employer or otherwise indicate poor performance Confirms the individual is not on either the OIG exclusion lists Confirms the individual is not listed as a violent sexual offender Confirms this individual is not on the U.S. Treasury Department s Office of Foreign Assets Control list of Specially Designation Nationals. Extensive Training provided ..Must successfully complete the following within 45 days of Effective Date. Operating Room Procedures and Aseptic Techniques Radiation Safety National Patient Safety Goals Overview of HIPPA Privacy Rules Product Performance Protocol Bloodborne Pathogens & Sharps Safety Fire & Electrical Safety Equal Opportunity Affirmative Action Company. Drug-Free Workplace.