Customer Service Associate
About The Position
The Customer Service Associate serves as a key point of contact for customers while also providing critical finance support in a hybrid role. This position is responsible for reviewing and processing customer purchase orders to ensure accuracy in pricing, quantity, and product specifications, as well as supporting sales activities such as quoting, order entry, and order acknowledgments. In parallel, the role contributes to core finance functions, including accounts payable processing, billing, revenue tracking, payment execution, and collections support. The individual collaborates cross-functionally with Commercial, Operations, Engineering, Supply Chain, Quality, and Finance teams to ensure seamless order execution, accurate financial transactions, and a high-quality customer experience. This role requires strong attention to detail, proactive communication, and the ability to manage both customer-facing and financial responsibilities while ensuring compliance with company policies, contractual requirements, and regulatory standards.
Requirements
- Associate or Bachelor’s degree or equivalent experience
- 1 - 3 years of experience in a Customer Service, Account Management, Operations, or related role
- Must have moderate to strong computer skills; Excel experience required.
- Must be highly organized, with strong attention to detail, excellent multi-tasking, problem-solving, and prioritization skills
- Strong verbal and written skills required with ability to communicate within all levels of the organization, have high integrity, strong interpersonal skills, and the ability to work autonomously
- Applicants must be able to make informed decisions in a fast-paced and strategic environment with a high sense of urgency
- Must be proficient in reading, writing, and speaking English
- Must be able to sit for 3-4 hours at a time or stand for 1-2 hours at a time
- Must be able to lift up to 25 pounds
- Local travel to other VitalPath facilities required
Nice To Haves
- Knowledge in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, SharePoint, Teams, OneDrive, OneNote), Microsoft Dynamics 365 (Business Central), Salesforce, Adobe Acrobat
Responsibilities
- Support the preparation and delivery of sales quotes, sales orders, and order acknowledgments (SOAs), ensuring alignment with customer requirements, pricing, and contractual terms.
- Review and process customer purchase orders for accuracy, including pricing, quantities, revisions, lead times, and service-level agreements; ensure compliance with approved quotes and contracts.
- Maintain and update order management systems (ERP), including sales order entry and ongoing data accuracy.
- Serve as a key point of coordination for customer communication, providing timely updates on order status, delivery schedules, pricing, and issue resolution while setting clear expectations.
- Proactively engage customers to support forecasting activities, including gathering demand forecasts and contributing to rolling forecast updates.
- Maintain and communicate updates on open order reports and rolling forecasts, ensuring alignment across Commercial, Operations, and Finance teams.
- Collaborate cross-functionally with Commercial, Operations, Engineering, Supply Chain, Quality, and Finance to resolve issues, improve processes, and enhance the overall customer experience.
- Generate and issue customer invoices in accordance with contractual terms; ensure accuracy of billing, revenue recognition, and financial data integrity.
- Support accounts receivable activities, including monitoring outstanding balances, initiating collections outreach, and escalating risks as appropriate.
- Process and code vendor invoices, maintain vendor records, and respond to inquiries while ensuring proper approvals and policy compliance.
- Assist in the execution of payment runs, ensuring timely and accurate processing and recording of financial transactions.
- Produce and analyze revenue and performance reports, investigate discrepancies, and identify trends, risks, and key insights for management.
- Collect, track, and analyze key performance metrics, supporting reporting and continuous improvement initiatives.
- Resolve customer, order, and financial discrepancies in a proactive manner, escalating issues when necessary.
- Ensure professional, timely communication with customers and internal stakeholders on a daily basis.
- Maintain compliance with company policies, quality standards, and regulatory requirements, including QMS, EMS, and other applicable systems.
- Support continuous improvement initiatives and broader company objectives; perform additional duties as assigned.
Benefits
- Comprehensive, Low Cost Health and Dental Insurance Plans Available
- Vision Insurance
- Health Savings Account with company contribution
- Short and Long Term Disability
- Supplemental insurances (short term disability, AD&D, life insurance, MN paid family & medical leave, and more)
- Parental Leave
- Paid Time Off
- Minnesota Earned Sick & Safe Time
- Paid Holidays
- 401K with company match
- Opportunities for career growth and advancement
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
11-50 employees
