Technical Service Administrator

Vantive is a vital organ therapy company on a mission to extend lives and expand possibilities for patients and care teams everywhere. For 70 years, our team has driven meaningful innovations in kidney care. As we build on our legacy, we are deepening our commitment to elevating the dialysis experience through digital solutions and advanced services, while looking beyond kidney care and investing in transforming vital organ therapies. Greater flexibility and efficiency in therapy administration for care teams, and longer, fuller lives for patients— that is what Vantive aspires to deliver.

We believe Vantive will not only build our leadership in the kidney care space, it will also offer meaningful work to those who join us. At Vantive, you will become part of a community of people who are focused, courageous and don’t settle for the mediocre. Each of us is driven to help improve patients’ lives worldwide. Join us in advancing our mission to extend lives and expand possibilities.

Your Role:

In this role, you will be responsible for planning and coordination activities related to Depot and Field Operations in Canada.

What You'll be Doing

• Home Program Management

  • Administration of Water Test process (Coordination of Initial test and monthly; tracking patient water test results and sending results to patient educators/ nurses)
  • Administration of all reports required by Educators and/or Health Authorities (including gathering and sending of all service reports; performance reports (e.g. PM completions)
  • Maintaining up to date patient data (and PM) list of all patients on the HD program(s)
  • Perform monthly billings
  • Prepare input and attend status/update meetings as required

• Contract Management

  • Enter Technical Services Agreements information into the company database and maintain the electronic and paper files to ensure completeness, accuracy, and relevant archiving for future and convenient reference
  • Support and engage in RFP processes and external and internal requests for price quotations, conducting all necessary analyses to meet company financial and service objectives and customer required specifications
  • Service Contracts Quote & Billing including warranty billing at month end, for service/On Demand billing, field and depot billing
  • Maintaining records for all service contracts
  • Setting up contract’s schedules in JDE for service contracts, rental, demo/eval, extended warranties and any assigned product categories
  • Accurate monthly reporting on Billing & Quoting
  • Accurately enter in JDE and maintain preventive maintenance & periodic inspection records provided by field service technicians
  • Follow up with customers on overdue service contract invoices and escalate to collections as necessary
  • Maintain a high level of product and service knowledge, escalating enquiries, as necessary
  • Conduct all work activities in a safe manner and promote safety for self and colleagues
  • Other admin duties and responsibilities as assigned

• Vendor Management

  • Initiating annual and/or on demand POs for approved suppliers
  • Performing receipts of the invoices in a timely manner
  • Communication with landlord/superintendent when required for building concerns
  • Communication with cleaning service, pest control and waste collection suppliers when required
  • Coordinating preventative maintenance and repairs for depot equipment

• Rental Fleet Management

  • Process rental device for customers
  • Process billings for on time revenue capture
  • Loaner/training device requests- system maintenance for devices, creating shipping orders and RMAs upon return of devices

• Inventory Management

  • Replenish inventory in the service centre
  • Ordering and receiving of tools, hardware, warehouse supplies and office supplies for both field and depot technicians
  • Asset maintenance and hardware tracking

What you'll bring:

• Diploma of Technology or Business Administration
• 3-5 of progressively responsible experience in a service environment, ability to work independently with minimal supervision is required
• 1-2 years of relevant experience
• Experienced in Operation Management or Business Administration or Project Management
• Ability to work effectively with persons at all levels of the organization and to represent the organization professionally.
• Demonstrated ability to self-manage.
• Requires high level of organizational and territory management skills.
• Requires demonstrated written and verbal communication skills.
• Requires consistent performance in the ability to use analytical/logical methods to identify and solve equipment related problems.
• Demonstrated strong people interpersonal skills, relating to a wide variety of people.
• Demonstrated accountability for field service administrative tasks.
• Focuses on entire customer environment and needs to resolve problems.
• Working knowledge of Microsoft Office (Word, Excel, Outlook, Power Point)
• Must have valid Driver’s license

Vantive is committed to supporting the need for flexibility in the workplace. We do so through our flexible workplace policy which includes a minimum of 3 days a week onsite. This policy provides the benefits of connecting and collaborating in-person in support of our Mission.

Reasonable Accommodation

Vantive is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information. Form Link

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