Customer Service Admin

INNOVIZE & XCEL SCIENTIFIC•Vadnais Heights, MN

4d•$20 - $24•Onsite

About The Position

The Customer Service Admin is responsible for providing comprehensive administrative support to leadership, supply chain, and customer service teams. This role encompasses a wide range of tasks, including inventory control, data entry, onboarding, and coordinating internal and external communications. The Customer Service Admin ensures operational efficiency by managing closing of customer shipments through invoicing and verification, maintaining organized records, and addressing discrepancies in reporting or processes. Working closely with internal departments, this position plays a vital role in meeting the needs of both internal and external customers while adhering to organizational policies. A thorough understanding of company procedures, products, and best practices is essential for success in this role.

Requirements

Associate's degree or Technical Certification(s)/Licensure, or equivalent combination of education and experience.
2 years of admin/data entry work
High level of Microsoft product experience
High level of attention to detail/analysis
Must have excellent customer service skills that include Active Listening, Dependability, Effective Communication, Empathy, Patience, Problem Solving, Responsiveness, and Technical Knowledge for addressing customer needs and ensuring they have a good experience
A self-starter approach but with the ability and desire to learn quickly and become a versatile team player
Working knowledge of data collection, data analysis, and evaluation
Able to manage priorities and workflow and with strong organizational skills
Possesses versatility, flexibility, and a willingness to work within changing priorities with enthusiasm
Acute attention to detail
Must be able to understand and follow written and verbal instructions
Good judgment with the ability to make timely and sound decisions
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, and business correspondence.
Ability to respond to common inquiries or complaints from customers.
Ability to effectively present information and respond to questions as needed.
Basic math skills. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Must interpret various technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Responsibilities

Support scheduling for supplier meetings, staff gatherings, customer visits, and other office administrative needs.
Perform general clerical duties such as filing, photocopying, scanning, faxing, and mailing, maintaining a highly organized and accessible filing system.
Answer and screen telephone calls professionally and courteously, taking accurate messages with a high level of professionalism.
Perform data entry for drop-ship purchase orders, sales invoices, and as a backup for new sales orders and customer setups.
Analyze and reconcile discrepancies in production reporting and update relevant records.
Track and follow up on open purchase orders, providing updates on delays or concerns to leadership.
Support the commercial team by maintaining product certification files and fulfilling data requests.
Manage and order office supplies based on established minimum/maximum levels and approved items to ensure operational efficiency.
Coordinate with internal customers and departments to process job orders and ensure on-time delivery.
Adhere to company health and safety policies and procedures.
Assist with onboarding new employees, ensuring they have the necessary tools, resources, and support for a smooth transition.
Train support staff as needed, reviewing their work to verify comprehension and maintain quality standards.
Prepare customer sample requests and product packets, ensuring accuracy and professionalism.
Provide back-up assistance for team tasks during absences or high-demand periods to ensure uninterrupted operations.
Coordinate with internal teams to address and resolve issues efficiently.
Assist leadership with ad-hoc tasks and special projects, demonstrating adaptability and a proactive approach to problem-solving.
Support and participate in improvement projects to enhance workflows, efficiency, and team performance.
Demonstrate a high level of professionalism when dealing with sensitive or confidential issues.
Maintain discretion and integrity in all interactions, ensuring compliance with organizational standards and policies.