Customer Service / Office Administration Support

• →Manage the end-to-end customer order process, from receipt of purchase orders through fulfillment and delivery.
• →Accurately enter, process, track, and confirm customer purchase orders in the company’s ERP system.
• →Serve as a primary point of contact for customer inquiries regarding orders, product availability, pricing, delivery status, and returns.
• →Monitor open orders and proactively communicate order status, delays, or changes to customers and internal teams.
• →Investigate and resolve customer complaints, order discrepancies, shipping issues, and other service-related matters.
• →Coordinate with sales, production, warehouse/fulfillment, affiliates, and logistics teams to resolve issues and ensure timely order fulfillment.
• →Maintain a high level of customer satisfaction through responsive, professional, and timely communication.

• Maintain accurate and up-to-date customer and order information within the company’s ERP system.
• Create and maintain customer account profiles, including contact information, billing/shipping details, pricing, and other relevant account data.
• Ensure data integrity and accuracy across customer, order, inventory, and related ERP records.
• Generate customer, sales, order, and operational reports as needed.
• Assist with ERP system administration and identify opportunities to improve data accuracy and workflow efficiency.
• Identify bottlenecks in the order-to-cash process and recommend or implement workflow improvements to increase efficiency and reduce errors.
• Work with internal teams to ensure consistent and effective use of ERP processes and procedures.

• Manage day-to-day front-office administrative activities and ensure the office operates in an organized and professional manner.
• Handle incoming phone calls, emails, correspondence, and general customer or vendor inquiries.
• Maintain office organization and coordinate office supplies and administrative needs.
• Serve as a liaison between office personnel, field/warehouse staff, management, and other departments to facilitate smooth daily operations.
• Assist with scheduling, document preparation, data entry, filing, and general administrative tasks.
• Maintain organized and accurate records and ensure appropriate document retention and filing procedures.
• Coordinate with vendors and service providers as needed.

• Provide administrative support for invoicing and general accounting functions as needed.
• Assist with accounts payable (AP) and accounts receivable (AR) activities as needed.
• Assist with customer account reconciliation and resolving billing discrepancies.
• Support vendor management and maintain accurate vendor records.
• Work closely with management and accounting personnel to ensure accurate and timely financial documentation.

• 3–5 years of experience in customer service, order processing, office administration, or a related business support role.
• Hands-on experience working with an ERP system; experience with a major ERP platform is preferred.
• Strong computer skills and proficiency with Microsoft Office, particularly Excel and Outlook.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Exceptional attention to detail and a high level of accuracy.
• Strong problem-solving and decision-making abilities.
• Ability to work effectively and professionally with customers, vendors, management, and cross-functional teams.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-through and accountability for assigned responsibilities.

• Experience in manufacturing, distribution, fulfillment, or a similar operational environment.
• Experience with ERP reporting and data management.
• Familiarity with invoicing, accounts payable, accounts receivable, and basic accounting procedures.
• Prior experience coordinating or leading the work of others is a plus.

The ideal candidate is organized, dependable, detail-oriented, customer-focused, and proactive. They should be comfortable managing multiple responsibilities, communicating across departments, identifying problems, and following issues through to resolution.

https://www.catsmo.com