Client Services Representative

Job Description

One Physics is seeking a full-time Client Services Representative to join our growing team based out of Seattle, Washington or Tacoma, Washington. One Physics employees enjoy the support and flexibility of their roles while exhibiting a passion for excellence in all areas of their work. We create a culture where employees feel valued and ensure our communities are receiving the best-in-class treatment they deserve.

Position Summary

The Client Services Representative plays a key role in ensuring client satisfaction by coordinating equipment testing and physics surveys, managing physicist schedules, and maintaining client compliance. This position requires exceptional organization, communication, and customer service skills, along with the ability to manage multiple priorities in a fast-paced environment.

Principal Accountabilities and Core Responsibilities

Scheduling Coordination

• Proactively reach out to clients to schedule equipment testing and physics surveys.
• Respond to phone calls and emails from clients, coordinating with physicists to schedule site visits.
• Coordinate physicists’ monthly schedules to ensure all site visits are completed on time.
• Maintain and update information in Microsoft Dynamics 365, reporting issues, assisting with testing in UAT, and training new users.
• Enter and update client data, contracts, and site visit information in Dynamics 365.
• Run and analyze reports to ensure all site visits are accurately scheduled and completed.
• Schedule and track emergency site visits, ensuring accurate billing and documentation.
• Provide callers with information or refer them to the appropriate staff member.
• Support cross-functional teams by gaining knowledge of One Physics systems, business logic, and industry practices.

Quote & Purchase Order Management

• Generate and provide quotes for service add-ons and clients requiring purchase orders (POs).
• Acquire and track receipt of POs to ensure all necessary approvals and documentation are in place.
• Enter new customers into client service software and update contract information in Dynamics 365.
• Collaborate with clients and internal teams to ensure accurate billing and timely service authorization.

Report Management

• Review reports for accuracy, detail, and thoroughness prior to distribution.
• Distribute reports to clients in a timely manner and on an ad hoc basis when required.
• Maintain organized electronic copies of reports, ensuring accurate filing within the company’s shared electronic folders.
• Run periodic audits to confirm reports are distributed, filed, and archived according to company standards.

Qualifications & Required Skills

• Proven ability to meet goals and deadlines in a professional environment.
• Strong organizational, problem-solving, and decision-making skills.
• Exceptional attention to detail.
• Ability to build and maintain strong working relationships with clients and team members.
• Excellent listening, empathy, and communication skills.
• Ability to multi-task and adapt in a fast-paced, dynamic environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Experience with CRM systems (preferably Microsoft Dynamics 365) is a plus.

Education & Experience

• Bachelor’s degree preferred.
• Minimum 2 years of client service or customer service experience required.
• Experience in a professional office environment; scheduling or coordination experience preferred.
• Proficiency in Microsoft Office applications.
• CRM experience is a plus.

Final offer amounts are determined by multiple factors, including geographic location, as well as candidate experience, education level and expertise. If you have questions on compensation, please ask your recruiter. After receiving a conditional employment offer, candidates must complete additional job-related screening processes as permitted or required by applicable law.

We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to View email address on click.appcast.io, and please be sure to include the title and the location of the position for which you are applying.