Customer Service Coordinator

Schedule: 1st Shift

Position Summary

With minimal supervision, the Administrative Specialist is responsible for a wide range of administrative duties of broad scope and complexity, requiring independent judgment, familiarity with company procedures, and strong communication skills. This role supports back-office operations, order management, and customer service, while coordinating across multiple internal departments.

Responsibilities

• Perform a variety of back-office administrative responsibilities in accordance with established procedures.

• Administer and process customer purchase orders by reviewing Customer Service Administrators' flow-down instructions for compliance with terms, conditions, and agreements.

• Establish and maintain strong relationships with customer-facing teams, providing courteous and efficient support for customer requests.

• Prepare and submit timely correspondence in response to customer inquiries while maintaining confidentiality.

• Generate and process standard spare part quotes; review pricing for reasonableness; submit proposals for customer review.

• Coordinate with Customer Service Administrators, Quality, Shipping/Receiving, Accounting, Account Managers, Planning, and Production teams to resolve customer issues.

• Manage customer portals, including downloading orders, updating order status, and expediting requests.

• Prioritize tasks, set procedures, and delegate portions of work when needed.

• Conduct research and compile information for reporting and problem resolution, including analysis of delays and corrective action.

• Enter and manipulate data in spreadsheets, databases, and file management programs with high accuracy and speed.

• Prepare and deliver reports using advanced Excel tools (formulas, VLOOKUP, pivot tables).

• Communicate potentially negative situations to management in a constructive and professional manner.

• Process mail, highlight key items, attach supporting documentation, and prepare draft responses for review.

• Maintain high typing accuracy (minimum 55 wpm) and demonstrate strong computer literacy.

Job Requirements

• Education: High School diploma or equivalent required; additional certification or training in related functional area preferred.

• Experience: Minimum 3 years of progressive administrative experience with increasing responsibility.

• Working knowledge of R-Card; experience with Client and SAP systems preferred.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); advanced Excel skills required (formulas, VLOOKUP, pivot tables).

• Strong knowledge of office equipment, administrative procedures, and functional terminology.

• Ability to navigate customer portals: retrieve orders, update delivery dates, quantities, and prices, ensuring backlog accuracy.

• Excellent interpersonal, verbal, and written communication skills.

• Ability to work effectively in team environments, prioritize tasks, and manage workload with minimal supervision.