Customer Service Representative - 2nd Shift, 4:30pm to 1:00am, Mon - Fri

ALLEN DISTRIBUTION•Fort Worth, TX

2h•Onsite

About The Position

To ensure that all customers receive a timely, accurate and customized invoice. The company operates with values such as Customer First, respect, dignity, high business ethics, being a good corporate citizen, valuing professional relationships, striving for a 'Continuous Improvement Culture', and commitment to employee and equipment/facilities safety. The expectation is for all employees, customers, and vendors to perform in a manner ensuring long-term success. Employees are expected to demonstrate flexibility (working necessary hours including overtime, weekends, and holidays, being open-minded, performing varied tasks, and multi-tasking), reliability (punctual, prepared, completing work timely, accurately, consistently, and planning time off), a 'Whatever it Takes' attitude, willingness to learn new tasks and techniques, initiative (seeking additional work, going above and beyond, participating in meetings), high quality of work (maintaining standards, producing accurate, thorough, professional work, understanding 'Only Handle It Once'), following all directions, professional and factual communication, and maintaining an appropriate appearance. The position requires an understanding of invoicing and billing processes and procedures, working knowledge of Microsoft Word Suite, ability to learn WMS, and administrative support skills. Key expectations include accurate and timely customer invoicing and billing, month-end invoicing completion, monitoring and recording errors, suggesting improvements, updating invoices with price changes, processing daily billing, meeting deadlines, and keeping customer files current. The role also involves back-up for the main office, including reception desk coverage, answering phones, greeting visitors, and cross-training on other invoice processing. Administrative support to the management team is required, along with maintaining an organized work area and understanding WMS and TMS functionality. Professional communication with customers via email, telephone, and face-to-face visits is essential.

Requirements

Works the hours needed to support the business goals (including overtime, weekends and holidays)
Remains open-minded, performs a wide variety of job tasks, transitions from task to task effectively (multi-task)
Always present and punctual; arrives prepared for work
Completes work in a timely, accurate and consistent manner
Plan and schedule your time off in advance with your supervisor or manager
Avoid unscheduled days off which will result in attendance points
Maintains a “Whatever it Takes” attitude
Lives by company stated values and inspires others
Approaches new tasks with an interest to learn
Has the ability to learn techniques as job task requirements change
Seeks out additional work when job tasks are completed
Goes above and beyond required tasks
Maintains high standards despite pressing deadlines
Produces accurate, thorough and professional work
Understands the importance of “Only Handle It Once – OHIO”, by completing work correctly the first time
Follows all written and verbal instructions provided by management, project leader, etc.
Shares all information in a professional and factual manner ensuring the best decisions are made for the company
Maintains an appropriate appearance and dresses in accordance with the established dress code guidelines to your respective position
Understanding of invoicing and billing processes and procedures
Working knowledge of Microsoft Word Suite
Ability to learn WMS
Ability to provide administrative support

Responsibilities

Ensure that all customers receive a timely, accurate and customized invoice
Complete month end invoicing within 5 business days of EOM or directed by customer
Monitor and record external invoice errors on Clerical Error Spreadsheet
Suggest ways to improve the accuracy and efficiencies of invoicing
Ensure invoices are updated accurately with price changes based on contracts or addedums
Process daily invoicing accurately for Value Add and Transportation (if applicable)
Process billing according to customer billing procedures
Meet customer based periods by ensuring all billings is complete by set deadline
Keep customer files current
Assist with coverage of Reception desk by answering phones and greeting visitors
Answer phone by the third ringing cycle
Cross-train on other customer invoice processing to provide account converge when needed
Provide administrative support to management team as needed
Maintain a secure, well organized area free from clutter with information easily accessible to others
Understand the functionality of Warehouse Management System and Transportation Management System
Establish and maintain professional working relationships with customers via e-mail, telephone communication and face-to-face visits
Report all issues to your manager/supervisor
Participate in pre-shift meetings and department meetings