Administrative Specialist

Reprotech, LLC; Reno (NV); On-site; USD 45,000 - 60,000; Full time

Job summary

Reprotech, LLC in Reno, NV is seeking an Administrative Specialist to manage day-to-day office tasks, respond to calls and emails, open accounts, schedule activities, and handle billing in Acumatica. You will work closely with the Biorepository Director, ensure regulatory awareness (FDA/HIPAA), and support shipping documents, invoicing, and client communication across clinics.

This role requires excellent communication and organizational skills, attention to detail, and the ability to work both

Qualifications

• Experience in reproductive medical field or health sciences.
• Strong communication and organizational skills.
• Ability to interact professionally with clinics and patients.

Responsibilities

• Handle daily administrative duties: calls, emails, accounts, scheduling and billing tasks.
• Prepare shipping documents and maintain regulatory knowledge (FDA/HIPAA).
• Assist with monthly invoicing and client account updates in Acumatica.

Job description

Description

Position Title: Administrative Specialist

Location: Onsite

Job Status: Non-Exempt

Reports to: Biorepository Director

• For over 30 years, Reprotech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage facility that provides extended storage services to both IVF centers and oncology professionals. Operating across the United States, Reprotech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely.

Position Summary

• Responsibilities include performing the day-to-day activities for Reprotech which provides long-term storage of reproductive tissues. These activities include receiving incoming calls and inquires, responding to emails, opening accounts, scheduling, as well as some billing and collection activities. It is expected that all Administrative Specialists work both independently and as an integral member of the office team and have a deep understanding of all pertinent Reprotech systems and procedures.

Detailed Duties & Responsibilities

• Client Depositors: document prospective Client Depositor account status, enter inventory, record data, create invoices, and receive payments in Acumatica
• Client Depositors: create accounts, coordinate correspondence, obtain required forms or documents, review all accounts for accuracy
• Answer phone inquiries
• Monitor accounts receivable and contact clients regarding past-due balancesas needed
• Work with clinics to coordinate the shipment of Client Depositor specimens
• Prepare shipping forms and documents
• Create UPS Airbills, as needed
• Document the disposition of accounts
• Assist with transfer of ownership pertaining to embryo/tissue donation as needed
• File maintenance/archiving of tank room documents
• Process inbound client documents, adding notes to client account in Acumatica and delivering information to appropriate staff
• Receive, sort, and distribute mail, and process checks
• Train new hires on essential job duties under the supervision of the Site Director and Assistant Site Director
• Maintain a working knowledge of applicable regulatory agencies such as FDA and their related regulatory requirements for the shipping and storage of reproductive tissue
• Maintain the Customer Portal, Fax, Info, Billing and DocuSign Forms inboxes by responding to inquiries, distributing/processing documents, as assigned
• DocuSign File organization/review/follow-up
• File Reviews
• Follow up on Auto Charge Declines, Financial Assistance, Minor Clients, Deceased Client Depositors, etc.
• Third Party billing tasks as assigned
• Stay current on all ReproTech policies and procedures, including ReproTech Office Manual, Employee Handbook, SOPs, and complete required trainings for regulatory compliance, such as OSHA and HIPAA.
• Assist with Change Order revisions
• Provide Documents, links, and brochures to appropriate clients and clinics
• Assist in monthly invoicing tasks as needed
• Inactive Accounts: file maintenance/disposition of documents
• Contact clients for updated addresses/contact information as needed

SECONDARY DUTIES AND RESPONSIBILITIES:

• Assist with special projects as assigned by supervisors or management
• Order Office Supplies
• Quarterly recording of marketing supplies and inventory
• Perform duties as outlined and other duties as assigned

Reasonable accommodation may be made to qualified individuals with disabilities to perform the essential functions of the job.

Education/Experience

• Experience in the reproductive medical field, health sciences, or laboratory and a working knowledge of reproductive terminology
• Ability to perform on-call responsibilities as required
• Ability to communicate with potential and current clients (clinics) and patients in a professional manner
• Excellent telephone and written communication skills
• Excellent organizational skills with a strong attention to detail required
• Flexibility and a positive attitude are essential