Project Manager, Office Administrator​/ Coordinator, Client Relationship Manager

Job Description

The Project Manager is accountable for coordinating and managing clients’ projects through all phases of laboratory operations, including project set-up and maintenance, login review, communication of analytical issues, client account maintenance, reporting, invoicing, bottle orders, client pickups, and identification of work share facilities. The Project Manager role fosters and develops client relationships in support of the laboratory mission.

Essential Duties and Responsibilities:

Project set-up:

• Project review in LIMS
• Sets up project
• Adds any project notes (special reporting and invoicing instructions, etc.)
• Adds any project documentation to central repository
• Sets up client for Total Access
• Manages purchase orders, task orders, contracts, and change order requests
• Verifies that lab compound lists and limits meet project requirements for new projects not quoted
• Adds any project specific limits / lists to LIMS
• Deliverable assignment and delivery route
• For new projects not quoted, confirms that EDD format is available (deliverable assignment and delivery route). Submits a helpdesk ticket for any new formats needed
• Communicates project details to operations
• Initiates project kick off call with client and pertinent staff, if needed
• Engages work share labs, service centers, and non-Eurofins Test America locations as needed for new projects not quoted
• Works with operations to ensure adequate capacity for incoming work (forecasting)
• Provides updates to operations on upcoming work
• Familiarity with state and national program requirements as it pertains to work mix
• Create bottle orders
• Schedules courier or field sampler, if needed
• Confirms non-Eurofins Test America subcontract labs are on the approved list and set-up as vendors for new work
• Confirms non-Eurofins Test America subcontract labs are on the approved list and set-up as vendors for existing work
• Initiates approval process for any subcontract labs not on the approved list
• Generates subcontract paperwork
• Generates accounting software requisition when sending subcontract samples
• Verifies that lab certification meets project requirements
• Verifies that lab compound lists and limits meet project requirements for new quotes
• For new quotes confirms that EDD format is available (delivery assignment and delivery route). If a new format is needed, submits
• For new quotes confirms that EDD format is available (delivery assignment and delivery route). If a new format is needed, submits a helpdesk ticket
• Engages work share labs, service centers, and non-TA locations as needed for new quotes
• Provides supporting documentation to client as needed (contact list, bottle table with preservation, etc.)

Sample Receipt:

• Communicates any issues to clients for duration of project
• Manages incoming work for Rush and short holds
• Reviews log-in
• Resolves log-in issues with client
• Informs client of any log-in discrepancies
• Sets samples to “available” after review
• Sends client sample receipt confirmation
• Confirms that any client needed information (purchase order, project number, etc.) is recorded in LIMS for invoicing

Reporting:

• Client specific report requirements
• Reviews job list daily and manages due dates
• Communicates any expected delays to clients before the job due date
• Confirms any data anomalies (filtered > dissolved, deviations from historicals, etc.) with operations before submitting to client
• Reviews reports and EDDS before issuing to the client
• Confirms correct report format and EDD format is used
• Creates and issues final report by client due date
• Issue final data packages
• State Reporting forms and submissions
• DMR forms
• Data Upload
• Compiles case narratives

Invoicing:

• Sets up delivery route
• Reviews final invoice before issuing to client
• Submits approved credit/debit memos to client, if needed
• Submits revised invoices
• Initiates follow up calls to confirm correct invoicing
• Works with collections on A/R follow up
• Regular review of A/R status

Client set-up

• Work with CSM to communicate lab capabilities to the client
• Requests new client review
• Confirms sales assignments with Business Development Manager
• Takes new quote requests from clients
• Reviews client contract requirements / coordinates review.
• Reviews…