Customer Service Account Specialist

Excelta Corporation•Buellton, CA

3d•$24 - $30•Onsite

About The Position

This position supports the sales of Excelta’s product including, but not limited to, answering incoming calls, processing orders, entering data into our ERP system, and collaborating with multiple department coworkers to ensure quality and excellence in serving our customers. The role requires advanced customer service skills, the ability to work independently and as part of a team, and excellent communication skills. Bilingual in English/Spanish is preferred. The position is 100% onsite and involves sitting, standing, and/or walking 80-90% of the time, with constant use of hands, computer, keyboard, and mouse. The employee must be able to lift a minimum of 20 lbs. on occasion. The work environment is typically an office setting with potential exposure to a manufacturing facility, including loud noises, dust, heat, or cold.

Requirements

High school diploma required.
Minimum 3 - 5 years working in a fast-paced, diverse and customer-service environment, preferably in manufacturing industry.
Experience in a small, family-owned business where multiple hats must be worn and administrative support with employees and customers was demonstrated.
Advanced customer service skills, both in person, on the phone, and virtually (email / chat / messaging / online) with ability to put the customer at the center of all areas of work.
At least two years experience with computer software such as Microsoft Office Programs (Word, Excel, Outlook), database software programs (SysPro), internet / website savvy.
Ability to effectively work both independently and as part of a team.
Excellent communication skills both verbally and in written format, requires ability to communication verbally and in writing in a professional manner to represent the brand of Excelta.
Constant use of computer, keyboard and mouse.
Must be able to lift a minimum of 20 lbs. on occasion.

Nice To Haves

Associate’s Degree strongly preferred.
Bachelor’s degree preferred.
CRM (Salesforce) preferred.
Bilingual in English/Spanish preferred.

Responsibilities

Answer inbound phone calls promptly to assist customers with a focus on customer service.
Respond to numerous email requests each day from customers in an efficient, effective, and timely manner, with a focus on customer service.
Inform customers of unit prices, shipping dates, anticipated delays, and answer any questions about products, services, and policy.
Enter customer orders into Syspro (ERP database) in a timely and accurate manner, verifying the accuracy of each order every time and flagging any issues.
Expedite existing orders and notify customers of any pricing issues, delays, or discontinued products.
Send order confirmations to customers, including the most accurate estimated delivery time based on the information on hand.
Check shipment confirmations and enter tracking numbers into the database as needed.
Build and maintain excellent customer relationships through conversations and email exchanges, based on reliable and accurate information provided and meeting customer needs or responding to customer inquiries.
Update Production with issues or delays by researching open jobs in the system, collaborating with Manufacturing and the Shop to identify issues and creating updates in the database.
Seek knowledge and learn continuously about Excelta’s products to effectively answer product questions.
Release orders that are in suspense by communicating with the Credit / Accounts Receivable clerk and inquiring about customer credit holds then communicating to the distributor about any payments required.
Moderate the Jivo Chat (Spanish communication channel for international Spanish-speaking customers) to identify potential customers, introducing potential customers to clients or end users, assessing customer needs, and making product recommendations.
Collaborate with Sales representatives to best support customers which may include expediting items, following up on inquiries and providing updates and making suggestions on products.
Assist in creating, updating or discontinuing Special Pricing Quotes that have been approved by the Regional Manager of that territory.
Assist in executing the Custom Tool process at the customer’s request, including; acknowledging the custom tool request, seeking approval with the Production Manager, finalizing the quote and emailing the customer, Excelta Rep, and Regional of the offering, and creating/updating the custom part number in Syspro.
Service Specific Accounts assigned by management with duties such as researching and rectifying order discrepancies, and processing RMA’s for missed shipments, short shipments, billing errors etc.
Act as Account Manager for Amazon to include entering orders into the ERP in an accurate and timely manner, disputing credits, charge backs, short shipments, or any other type of discrepancy, and updating their expedited report with accurate ship dates.
Monitor orders from the website for any discrepancies before they get processed.
Maintain name and address changes from distributors.
Complete NAFTA Certificates for purchasing as needed.
Support the Quality Control department with the creation of Certificates of Compliance for customer orders.
As needed and as time permits, support the Shipping Department to include picking and preparing job orders, finding job orders tied to Sales orders, creating shipment labels via online Fed EX and UPS system, ensuring international orders are appropriately boxed and labeled in a compliant and accurate way, and reviewing, organizing and evaluating product stock once it is received.