Customer Service & Administrative Support Specialist (FL)
The Will-Burt Company, Vero Beach, FL, United States
Description
ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following.
• Communicates directly with customers through verbal and written skills using phone, E-Mail, and other similar devices.
• Transcribes orders to an electronic order entry system.
• Enters orders and special requests in a timely fashion.
• Maintains customer's files and documents in accordance with ISO procedures.
• Coordinates with other departments as required.
• Gathers necessary customer information to respond to customer inquiries in a timely manner.
• Enters incoming orders, add quotes, responds to e-mails in a timely manner, tracks shipments against schedule and makes every effort to ensure the customer's expectations are being met. The position is responsible for tracking and reporting routine actions weekly and monthly to management.
• Manages all order related paperwork. Responsible for all order acknowledgements.
• Must handle all customer calls professionally.
• OA may change prior to completion so it is up to the Customer Service & Administrative Support Specialist to ensure OA is updated properly and that information is disseminated to the proper departments, employees and customer.
• When the order is complete and ready to be shipped
o Prepare shipping paperwork (includes packing slip, Bill of Lading)
o Arrange for pickup, prepare and finalize applicable manuals and documents
o Request customer invoice from Accounting and email that invoice to the customer along with any other shipping information or documents that the customer may need
• Complete Internal Documentation in relation to orders
• Other Weekly Duties
• Update Internal Tracking Documents
• Obtain Vin numbers for new trailer orders and disseminate that information to proper departments/employees and customer.
• MSO Generation
REQUIRED COMPETENCY
To perform the job successfully, an individual should demonstrate the following competencies:
•
Quality
- Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
•
Quantity
- Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
•
Safety and Security
- Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
•
QUALIFICATIONS
perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements [TG1] listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•
EDUCATION and/or EXPERIENCE
High School Diploma or GED Equivalent, Associates Degree Preferred
•
OFFICE SKILLS
• Proficient with Microsoft Office Suite
• Familiarity/ability to adapt to using an ERP system
• Knowledge of various logistics terms and documents
• Applies knowledge effectively in team environment
• Able to accept and integrate constructive feedback
• Willingly takes on problems and commits to solutions
• Requires ability to be self-motivated and work independently as well as in teams.
• Experience with Supplier and Customer support
• Works under minimal supervision, and completes tasks in a timely manner.
• Maintains an organized workspace
•
LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
•
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to computer rate, ratio, and percent and to draw and interpret bar graphs.
•
COMPUTER SKILLS:
To perform this job successfully, an individual should have knowledge of the company ERP/ERM software, internet software, order processing systems and the company office software including spreadsheet, word processing, presentation, electronic mail and calendar software.
•
REASONING ABILITY
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
•
PHYSICAL DEMANDS the
physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stoop, kneel, crouch, or crawl. The employee is occasionally required to stand, walk, and climb or balance. The employee must regularly lift and /or move up to 10 pounds, frequently lift and /or move up to 25 pounds, and occasionally lift and /or move up to 50 pounds. Specific vision abilities required by the job include close vision, and ability to adjust focus.
•
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate.
ESSENTIAL DUTIES AND RESPONSIBILITIES
include the following.
• Communicates directly with customers through verbal and written skills using phone, E-Mail, and other similar devices.
• Transcribes orders to an electronic order entry system.
• Enters orders and special requests in a timely fashion.
• Maintains customer's files and documents in accordance with ISO procedures.
• Coordinates with other departments as required.
• Gathers necessary customer information to respond to customer inquiries in a timely manner.
• Enters incoming orders, add quotes, responds to e-mails in a timely manner, tracks shipments against schedule and makes every effort to ensure the customer's expectations are being met. The position is responsible for tracking and reporting routine actions weekly and monthly to management.
• Manages all order related paperwork. Responsible for all order acknowledgements.
• Must handle all customer calls professionally.
• OA may change prior to completion so it is up to the Customer Service & Administrative Support Specialist to ensure OA is updated properly and that information is disseminated to the proper departments, employees and customer.
• When the order is complete and ready to be shipped
o Prepare shipping paperwork (includes packing slip, Bill of Lading)
o Arrange for pickup, prepare and finalize applicable manuals and documents
o Request customer invoice from Accounting and email that invoice to the customer along with any other shipping information or documents that the customer may need
• Complete Internal Documentation in relation to orders
• Other Weekly Duties
• Update Internal Tracking Documents
• Obtain Vin numbers for new trailer orders and disseminate that information to proper departments/employees and customer.
• MSO Generation
REQUIRED COMPETENCY
To perform the job successfully, an individual should demonstrate the following competencies:
•
Quality
- Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
•
Quantity
- Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
•
Safety and Security
- Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
•
QUALIFICATIONS
perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements [TG1] listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•
EDUCATION and/or EXPERIENCE
High School Diploma or GED Equivalent, Associates Degree Preferred
•
OFFICE SKILLS
• Proficient with Microsoft Office Suite
• Familiarity/ability to adapt to using an ERP system
• Knowledge of various logistics terms and documents
• Applies knowledge effectively in team environment
• Able to accept and integrate constructive feedback
• Willingly takes on problems and commits to solutions
• Requires ability to be self-motivated and work independently as well as in teams.
• Experience with Supplier and Customer support
• Works under minimal supervision, and completes tasks in a timely manner.
• Maintains an organized workspace
•
LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
•
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to computer rate, ratio, and percent and to draw and interpret bar graphs.
•
COMPUTER SKILLS:
To perform this job successfully, an individual should have knowledge of the company ERP/ERM software, internet software, order processing systems and the company office software including spreadsheet, word processing, presentation, electronic mail and calendar software.
•
REASONING ABILITY
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
•
PHYSICAL DEMANDS the
physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stoop, kneel, crouch, or crawl. The employee is occasionally required to stand, walk, and climb or balance. The employee must regularly lift and /or move up to 10 pounds, frequently lift and /or move up to 25 pounds, and occasionally lift and /or move up to 50 pounds. Specific vision abilities required by the job include close vision, and ability to adjust focus.
•
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate.