Office Assistant

About the role

We are seeking a detail-oriented Customer Administrative Representative to join our team. The ideal candidate will be responsible for processing orders, coordinating shipments, and providing exceptional customer service. This role requires excellent communication skills, strong organizational abilities, and a commitment to ensuring customer satisfaction.

Responsibilities

• Accurately enter and verify customer orders in the system, ensuring timely processing.
• Input production information and manage data entry tasks.
• Coordinate shipments with clients and carriers, resolving any shipping issues.
• Respond to customer inquiries via phone, email, and chat, providing information on order status, product availability, and shipping details.
• Address and resolve customer complaints and issues professionally and promptly.
• Maintain accurate records of orders, shipments, and customer interactions.
• Collaborate with sales, warehouse, and logistics teams for smooth order fulfillment and delivery.
• Identify opportunities for process improvements to enhance the overall customer experience.
• Answer phone calls, direct them to appropriate individuals, and take messages when required.
• Greet visitors, provide information about the company, and direct them where necessary.
• Manage filing systems, retrieve, and update documents.
• Perform basic accounting tasks, including processing orders, invoices, and shipments.
• Communicate via phone and email with staff, customers, and carriers when required.
• Generate and distribute paperwork, such as BOLs and invoices, ensuring proper communication.

Essential Skills

• Customer service experience.
• Proficiency in computer and software skills, including Microsoft Office.
• Experience in data entry, BOL, and shipping.
• 3-5 years of experience in an administrative, business, or manufacturing environment.
• Strong communication and interpersonal skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Attention to detail and accuracy.
• Problem-solving skills and a customer-centric attitude.

Qualifications

• High school diploma or equivalent; associate's or bachelor's degree preferred.
• Previous experience in order entry, shipping, administrative, or customer service roles (3-5 years preferred, 2+ years considered).
• Proficiency in Microsoft Excel, SAP, ERP systems, and inventory management.
• Clerical support and inbound call experience.
• Professional demeanor when interacting with visitors and clients.

Schedule

The position requires working from 8 am to 5 pm from Monday to Thursday, and from 8 am to 3 pm on Fridays, with a 5-day work week in the office. Employees enjoy the benefit of leaving early on Fridays while still being compensated for 40 hours of work.

Pay

The pay range for this position is $20.00 – $22.00/hr. Individual compensation offered within this range will depend on qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)