Job Function

Primary responsibility is to perform sample reconciliations according to client cycle and monitor exceptions. Strong verbal communication is required to provide support to client field force of representatives and field management for questions, additional forms, etc. for Client Sample Hotline. It is essential that all forms that are submitted to this department be processed accurately. 

Duties and Responsibilities:

1. Maintain active roster and roster files for all sales reps per project. 
2. Examine all sample related documentation submitted by sales reps; verify proper completion of data and prepare for data processing or rejection and return to sales rep.
3. Data entry of all sample related documentation transactions; sample shipments sent and received, sample transfers, sample returns, periodic inventories as designated by each client.
4. Monitor and weekly review all error rejects and coordinate for weekly mailing with Account Executive.
5. Monitor sales rep response rejection forms and initiate contact with sales reps to bring closure to outstanding documentation.
6. Receipt of error corrections and enter in SA database. Provide copies to DE to scan image of corrections.
7. Communicate with field personnel (sales reps, managers, etc) via phone, e-mail or fax to maintain compliance in all aspects of PDMA regulations.
8. Answer client specific “hotlines” between the hours of 9am and 5pm EST; respond to sales rep questions or requests for additional sample forms, envelopes, etc. Return before/after hours messages within 24 hours.
9. Coordinate with Account Executive on each project for any issues related to both.
10. Generate reconciliation reports and mail to field personnel.
11. Assist field personnel in reconciliation process.
12. Compile reports detailing the reconciliation process; identify sales reps out of compliance with client designated acceptable threshold levels.
13. Maintain and process signature audit data as per client specifications.
14. Reconcile termination paperwork immediately.
15. Review all reports that fall out of threshold with immediate supervisor.

Qualifications:

1. H.S. Diploma (or equivalent) is required; BA or BS (or equivalent) in a business major is a plus.
2. 2-3 years experience in a business environment is preferred
3. Prior experience with Windows/Web applications

Knowledge, Skills and Abilities:

1. Proficiency in Microsoft Office especially Word, Excel and Outlook is required.
2. Strong organization, communication (written and verbal) and team building skills
3. Experience dealing with PDMA regulations is a plus.
4. Experience in customer service is preferred.
5. Excellent communication skills are necessary when dealing with customer/client phone calls
6. Must have the ability to handle multiple tasks simultaneously.