Customer Service Liaison

New Jersey Respiratory Associates; Fairfield (NJ); On-site; USD 42,000 - 54,000; Full time

Job summary

New Jersey Respiratory Associates is seeking an administrative support specialist to assist the Technical Operations and Asset Management team with data accuracy, billing reconciliation, and customer communication. You will manage patient and operational data, validate service records, and help ensure complete documentation across systems.

The role emphasizes supporting workflow accuracy from service delivery through billing, acting as a liaison between customers, field staff, and office

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• Two years of administrative or operations support experience.
• One year of customer service experience.
• One year of experience with a multi-line phone system.
• Strong attention to detail and data auditing abilities.
• Experience with CRM systems; Salesforce preferred.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong organizational, communication, and problem-solving skills.

Responsibilities

• Perform Patient Appointment Reconciliations (PA Recs) to ensure accuracy and completion of scheduled services.
• Complete Technician Work Order Reconciliations (TWO) to validate that all technician jobs are properly documented and closed.
• Regularly review Technician and Respiratory Therapist job records to confirm services, documentation, and billable items.
• Ensure validated information flows into billing systems for timely invoices.
• Assist with month-end billing processes and operational reconciliations.
• Answer and manage a multi-line phone system with professionalism; serve as primary contact for inquiries.
• Maintain and log customer emails and service requests; communicate statuses to team and customers.
• Support scheduling for Road Respiratory Therapists and field technicians; coordinate dispatch.
• Monitor appointment schedules and service updates; ensure timely patient setups and service calls.
• Maintain and update records in Salesforce; audit data and train staff on data entry procedures.

Skills

Attention to detail

Customer service

Multiline phone handling

Time management

Communication

Education

High School Diploma or GED

Associate's degree preferred

Tools

Salesforce

Microsoft Office

Job description

Position Summary

This position provides administrative and data support to the Technical Operations and Asset Management team, which oversees equipment, supplies, deliveries, and patient setups.

This role is primarily administrative in nature, with a strong focus on maintaining accurate patient and operational data, reconciling service activity, and ensuring that all documentation is complete and aligned across systems. The position plays a key role in supporting workflow accuracy from service delivery through billing while serving as a liaison between customers, field staff, and office operations.

Key Responsibilities

• Perform Patient Appointment Reconciliations (PA Recs) to ensure accuracy and completion of scheduled services.
• Complete Technician Work Order Reconciliations (TWO) to validate that all technician jobs are properly documented and closed.
• Regularly review Technician and Respiratory Therapist job records to confirm:
• Services were completed as scheduled.
• Required documentation is accurate and complete.
• All billable items are captured correctly.
• Ensure validated information flows accurately into billing systems for timely invoice generation.
• Assist with month-end billing processes and operational reconciliations.

Customer Service & Operational Support

• Answer and manage a multi-line phone system with a high level of professionalism.
• Serve as a primary point of contact for customer inquiries and requests.
• Maintain and log customer emails and service requests.
• Effectively communicate job statuses, scheduling updates, and operational changes with team members and customers.
• Provide exceptional customer service while supporting a fast-paced operational environment.

Scheduling & Dispatch Coordination

• Support scheduling activities for Road Respiratory Therapists and field technicians.
• Coordinate daily dispatch activities for Respiratory Therapists and Technicians.
• Monitor and communicate appointment schedules and service updates to appropriate team members.
• Assist in ensuring timely completion of patient setups, deliveries, and service calls.

Data Management & Salesforce Administration

• Maintain and update records in Salesforce to ensure data accuracy and integrity.
• Audit system data regularly to identify discrepancies and resolve issues.
• Enter and update operational, service, customer, and patient information as needed.
• Support reporting needs by ensuring clean, reliable data inputs.
• Train and support employees on proper data entry procedures within documentation systems to ensure accuracy, consistency, and compliance.
• Utilize Salesforce to manage daily tasks, dispatch activities, communications, and notifications.

Administrative Support

• File, organize, and maintain company records and documentation.
• Support various accounting and administrative functions as assigned.
• Assist with mail distribution and office supply ordering.
• Perform additional duties and special projects as assigned.
• Participate in an on-call rotation with a minimum requirement of two on-call days.

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• Two (2) years of administrative or operations support experience, preferably in a healthcare or technical environment.
• One (1) year of customer service experience.
• One (1) year of experience working with a multi-line phone system.
• Strong attention to detail and ability to audit and validate data accurately.
• Experience working with CRM systems; Salesforce experience preferred.
• Intermediate proficiency in Microsoft Office (Excel, Word, Outlook).
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong organizational, communication, and problem-solving skills.

Preferred Qualifications

• Previous experience in the healthcare or durable medical equipment (DME) industry.
• Experience supporting field operations, dispatching, or scheduling functions.
• Working knowledge of billing and operational reconciliation processes.

Additional Information

This job description is not intended to be all-inclusive. Responsibilities may change based on business needs.

Physical and Emotional Demands

Good physical and emotional health is required. The Respiratory Therapist may be required to stand or sit for long periods, lift and move patients, and work in a variety of healthcare settings including hospitals, clinics, and home healthcare.

Exposure Risks

Normal work routines could involve exposure to blood and body fluids. The Respiratory Therapist is responsible for following OSHA guidelines and standard universal precautions.

Working Conditions

Hours are based on resident and community needs. Must be willing to work weekends and holidays.

If assigned to care for individuals on life-support where in-house coverage is required by law, the Respiratory Therapist must make arrangements to report to work during inclement weather. This may include coordinating with NJRA for alternative transportation or adjusting work hours as needed.

Equal Opportunity Employer Statement

New Jersey Respiratory is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications without regard to race, color, religion, sex (including pregnancy, transgender status, and sexual orientation), national origin, age, disability, or genetic information.