Position Summary: The Customer Service Representative / Administrative Assistant implements cross-functional activities between staff to process and provide accurate assistance in response to customer inquiries and internal requests assisting in meetings, activities, or events. This role will regularly cooperate and collaborate with Sales, Management, Supply Chain, Finance, and the Distribution Center team.

ESSENTIAL JOB FUNCTIONS

• Analyze sales orders to determine and approve which orders should be released to the shipping department.
• Advise other departments including Supply Chain & Production of part inventory discrepancies, leading to status changes and/or quality checks.
• Advise Supply Chain of incoming inventory anomalies that impact future forecasts, especially from customers using EDI.
• Analyze sales orders to determine and approve which orders should be released to the shipping department.
• Coordinate with the Shipping Department to control freight costs and determine the optimal loads to send out for order delivery.
• Audit and authorize orders ensuring compliance with requirements and accuracy of order information in the QAD operating system.
• Advise cross functional teams (Supply Chain, Sales, Distribution) of client demands and needs and plan product roll out during new product deployment.
• Coordinate with the Quality team and complete adjustments and credits for any damaged goods, mislabeled products, and/or returns from customers.
• Analyze system reports and data to determine the best course of action for the customer.
• Provide order confirmation data and continuous shipping updates on pending deliveries to the appropriate customer contact through well-organized communication methods.
• Assist the Sales staff through effective communication of customer related inquiries, issues, and concerns daily.
• Provide insights to management on daily dialogue and information obtained through customer contact.
• Coordinate with compliance specialist, request & review USMCA forms/international documents as needed for freight clearance for international customers.
• Schedule company events, meetings, appointments, and travel arrangements for executives or team members.
• Answering and directing phone calls, managing email communication, drafting and distributing letters, memos, and reports.
• Creating and editing documents, presentations, spreadsheets, and reports as needed.
• Capturing and publishing meeting minutes, preparing agendas, and coordinating logistics for meetings.
• Inputting data into spreadsheets or databases as required.

REQUIREMENTS

• High School Diploma or equivalent required
• Bachelor’s degree in finance, Business Administration or equivalent experience preferred.
• 2+ years’ experience in customer analytics, inventory management, customer service, executive administration or similar experience required.