Customer Service & Operations Coordinator

Painters Supply & Equipment Co•Miami, FL

3h•Onsite

About The Position

Reporting to the General Manager, the Customer Service & Operations Coordinator serves as the first point of contact for customers, visitors, vendors, and callers while providing administrative support to customer service, accounting, and operational functions. This position is critical to creating a positive customer experience through timely customer engagement, professional communication, and responsive support. The successful candidate will consistently ensure that every customer is greeted promptly and acknowledged courteously upon arrival, even during busy periods or while assisting other customers. This role requires a strong commitment to customer satisfaction, teamwork, organization, and operational support while maintaining accurate and timely documentation that supports business operations.

Requirements

Bilingual in Spanish and English is required
High school diploma or equivalent.
Strong interpersonal and communication skills, with the ability to provide excellent customer service.
Excellent organizational skills and the ability to multitask and prioritize effectively.
Proficiency in using office software, including MS Office Suite (Word, Excel, Outlook).
Detail-oriented and able to maintain accuracy while working with data.
Professional and courteous demeanor, with the ability to maintain confidentiality.
Ability to work independently and collaboratively in a team environment.

Nice To Haves

Additional education in accounting or business administration is a plus.
2-3 years previous experience in a receptionist or customer service role is preferred.
Basic understanding of accounting principles and experience with basic accounting tasks is desirable.
Experience with accounting software or ERP systems is a plus.

Responsibilities

Serve as the first point of contact for customers, visitors, vendors, and callers, creating a professional and welcoming experience.
Greet all customers promptly upon arrival and ensure every customer is acknowledged immediately, even when assisting another customer or handling other responsibilities.
Maintain awareness of customer traffic and communicate expected wait times when immediate assistance is not available.
Demonstrate a customer-first mindset by ensuring visitors and customers feel welcomed, valued, and supported at all times.
Assist with counter sales activities, including processing transactions, answering product and service inquiries, and directing customers to the appropriate sales representative when necessary.
Support the sales team by assisting with customer service needs and ensuring efficient customer flow throughout the facility.
Answer, screen, and direct incoming telephone calls in a professional and courteous manner.
Resolve routine customer inquiries and escalate concerns appropriately to ensure timely resolution.
Maintain a clean, organized, and professional reception and customer service area.
Support customer account setup activities and assist with gathering required customer documentation.
Provide administrative support to the onsite Controller through the timely collection, organization, filing, retention, and retrieval of business documentation.
Support the maintenance of customer sales tax exemption certificates and ensure records remain accurate, complete, and up to date.
Assist with customer account documentation and related recordkeeping requirements.
Provide Proof of Delivery (POD) support and assist with documentation requests from customers, accounting, and operations personnel.
Ensure documentation is submitted accurately and on time to support accounting, operational, compliance, and customer service requirements.
Identify missing or incomplete documentation and coordinate with appropriate personnel to obtain corrections promptly.
Support customer payment processing and other routine accounting-related administrative tasks.
Assist with month-end and year-end closing activities by ensuring company credit card receipts and supporting documentation are submitted in a timely manner.
Maintain organized electronic and physical filing systems to support document retention, audit readiness, and operational efficiency.
Demonstrate attention to detail and accountability in handling records that support business and financial operations.
Provide administrative support to the General Manager and Operations Management team.
Support daily operational activities and assist with requests that contribute to efficient branch operations.
Partner with sales, warehouse, customer service, and accounting personnel to ensure smooth day-to-day operations.
Assist with special projects and cross-functional initiatives as assigned.
Demonstrate flexibility and a team-oriented approach by supporting departmental needs and operational priorities as business demands require.
Contribute to a positive workplace culture focused on customer service, teamwork, responsiveness, and continuous improvement.