Medical Physics Operations Associate - Landauer

General Summary

The preferred candidate will possess proficiency in cloud‑based database applications, specifically , and must demonstrate experience in managing a broad spectrum of administrative and technical support tasks. This role is focused on providing excellence in customer service, alongside internal support, and requires an aptitude for problem‑solving to handle a variety of customer inquiries.

Duties and Responsibilities

• Assist the Sales Team with knowledge of Landauer Medical Physics operations and quoting requirements to support their client discussions.
• Create quotations, letters, and proposals for Sales Team and Regional Director to review.
• Attend kickoff calls with new/existing clients to gather information for accounts (Billing information, Equipment Lists, Facility addresses, etc.).
• Manage contract renewals by providing active asset and subscription reports, updating assets as requested, and updating pricing and billing information according to the new agreement.
• Facilitate agreements with ticketing system legal review.
• Review escalators and contract terms to ensure correct pricing uplifts are applied.

• Assist with account management in regions as needed, including contract discussions, renewal pricing, managing purchase orders and client satisfaction.
• Support for remote services (CDOS, Optimize, Academy, RSS, and Shielding) as needed.
• Research and resolve work order errors to ensure client satisfaction and to minimize any impacts on the business.
• Frequently check generated error reports for correction.
• Identify system/department deficiencies in workflows and processes, and partner with the appropriate resources to enhance the team’s capabilities.

• Manage  implementation for new client contracts, including creating accounts, formatting Excel and CSV files for uploading customer equipment and service information, ensuring the pricing and billing information is correctly defined.
• Perform ongoing data maintenance to ensure that client assets are correct, responding to physicist requests to add new items and update existing equipment, shifting service schedules based on changes.
• Create ad‑hoc and one‑time work orders for emergent work, ensuring services and prices are consistent with issued quotes and purchase orders.
• Provide operational reports to ensure work orders are being processed efficiently and assist with follow‑up on overdue services.
• Close out fee‑for‑service and contract work orders to ensure work is appropriately invoiced and client portals and inventories are updated accurately.
• Create reports and views as requested.

• Process and export work order information for billing.
• Edit and distribute imported invoices in Quick Books as necessary.
• Create and distribute Quick Books memorized invoices.
• Respond to customer questions about invoices.
• Assist the collections team by responding to invoice questions and providing reconciliations.
• Handle accounting inquiries including credit/debit requests, and reduce credit and debit memos.

• Answer phone calls and tickets through CRM Software (Zendesk) during working hours.
• Engage in other tasks and projects as assigned.
• Participate in team and personal daily/weekly management metrics.

• Database Management & Computer Skills – Familiar with maintaining online databases such as  Extensive Excel experience, including formulas, lookups and formatting. Proficient with Windows, Word, Outlook, PowerPoint, and Adobe Acrobat.
• Relational Skills – Exceptional relationship building skills working with other Regional Associates, Sales professionals, various internal departments, senior management, and customers.
• Detail‑Oriented & Organized – Capacity to learn and retain nuanced information, prioritize and plan work activities efficiently, maintain neat, accurate and complete records.
• Problem solving – Ability to identify problems, gather and analyze information, and independently resolve problems in a timely and professional manner.
• Discretion – Ability to maintain client privacy and confidentiality.
• Adaptability – Capacity to adapt to changes, manage…