Customer Service Representative & Office Administrator

ARC Document Solutions•San Diego, CA

8d•$22 - $25•Onsite

About The Position

Customer Service Representative and Office Administrator – San Diego, CA ARC Document Solutions, Inc. is currently seeking a Customer Service Representative (CSR) and Office Administrator to join our San Diego team. We are looking for an energetic, customer-focused professional who enjoys working in a fast-paced print production environment while building lasting client relationships. As the first point of contact for our customers, you will provide exceptional front desk and phone support, coordinate projects from quote approval through production, and ensure every order is completed accurately and delivered on time. This position is ideal for someone who thrives in a multitasking environment and enjoys collaborating with customers, production teams, vendors, and sales representatives. About ARC Document Solutions ARC Document Solutions (www.e-arc.com) is a global leader in digital printing and technology services, dedicated to helping businesses promote their brand and streamline access to critical information. With a network of over 140 service centers across the USA, Canada, UK, UAE, India, and China, we serve more than 60,000 customers, including some of the world's most renowned brands.

Requirements

Excellent customer service and communication skills
Ability to effectively promote ARC products and services
Strong organizational skills with exceptional attention to detail
Ability to manage multiple projects while maintaining quality and accuracy
Strong working knowledge of Microsoft Outlook, Word, and Excel
Ability to evaluate customer artwork and digital files for production readiness
Ability to accurately communicate estimates, production timelines, and project status
Comfortable learning new software, print technologies, and production equipment
Positive attitude, flexibility, and the ability to thrive in a fast-paced production environment

Nice To Haves

Experience in customer service, project coordination, or the printing industry preferred
Experience with MFG and Great Plains is preferred
Experience with Adobe Creative Cloud is a plus
Knowledge of small format, large format, digital printing, bindery, and finishing processes is highly desirable
The ability to communicate effectively in both English and Spanish is highly preferred
Spanish-speaking ability is a strong plus

Responsibilities

Provide exceptional front desk customer service by creating a positive first impression for walk-in customers and incoming phone calls
Prepare job quotes and process billing
Create Purchase Order requests and receive vendor invoices
Coordinate customer projects from approved quotes through production hand-offs, including coordination with third-party vendors
Cross-train to operate HP PageWide, Xerox production equipment, and Context Scanner equipment as needed
Assist customers with promotional product orders by creating quotes, navigating the ASI promotional products website, and coordinating orders with vendors
Maintain excellent communication with customers throughout the production process to ensure expectations are met
Demonstrate strong organizational skills and the ability to successfully manage multiple priorities in a fast-paced environment
Greet customers in a friendly and professional manner
Process in-person, phone, email, electronic, and hard copy work orders
Complete order forms accurately and enter jobs into the MFG billing system
Create and send customer invoices upon project completion
Review customer artwork, hard copy originals, and digital files for completeness and production readiness
Contact customers regarding questions, clarifications, proofs, or production concerns
Coordinate with estimators regarding pricing and communicate estimates to customers
Route artwork, digital files, and materials into production
Ensure required materials are available or ordered before production begins
Troubleshoot customer files and obtain technical assistance when necessary
Communicate project status with customers throughout production
Submit orders to third-party vendors and other ARC locations as needed
Monitor job progress to ensure production deadlines are achieved
Coordinate deliveries with shipping personnel, couriers, FedEx, UPS, and USPS
Track and expedite delayed shipments when necessary
Provide customers with information regarding products, services, production timelines, and software requirements
Identify opportunities to recommend additional ARC products and services
Inform customers of pricing, shipping schedules, anticipated delays, and other project updates
Participate in ongoing technical, software, and customer service training
Assist the production department during peak workloads as needed
Perform other duties as assigned