Administrative & Customer Service Coordinator

JOB TITLE: Administrative & Customer Service Coordinator

DEPARTMENT: Sales/ Admin

REPORTS TO: Sale and Customer Service Manager

POSITION SUMMARY: Responsible for specific administrative duties for Administration & Sales/Marketing Departments, in addition to all functions of the Customer Service Department. Also responsible for the receipt and processing of orders, including but not limited to taking orders, and follow-up with customers on price, shipments, etc., as well as back-up for other office personnel as needed.

SHIFT: Monday to Friday 6:30 am - 5 pm (May work 1 day remotely)

PRIMARY RESPONSIBILITIES:

Customer Service – (50% of Position's duties)

• Enter sales orders into the VISUAL Manufacturing System and verifying the information accuracy.

• Manage customer orders that require changes and/or amendments, due to production requirements, including but not limited to obtaining all necessary approvals.

• Send Sales Orders to customers and send Production Acknowledgements to Production.

• Manages descent device orders, from order entry to database maintenance and filing.

• Establish and maintain product knowledge and clearly explain features and benefits.

• Handle incoming customer telephone orders and questions, providing answers and information as necessary and closing potential sales opportunities.

• Issue and maintain all Sales related documents associated with returned goods (RMA) and enter into VISUAL.

• Work with the production department and Purchasing to obtain suitable delivery dates.

• Update and maintain delivery dates based on any changes.

• Invoicing for all product lines, including creating and distributing invoices for shipments and completing any customer-required paperwork or notifications pertaining to shipments. (Ex. Aeroxchange, InvoiceWorks, Aerovantix, Exostar.)

• Maintain all new order and invoice files. Scan, drag and drop orders to VISUAL.

• Update and maintain delivery schedule.

• Process Boeing orders in Exostar system; Goodrich orders in Aerovantix; Delta, QANTAS and UPS orders in Aeroxchange.

Administration – (50% of Position's duties)

• Answer all incoming calls, provide service as required, and/or forward to the appropriate department/employee as necessary.

• Greets and signs in guests in the reception area.

• Prepares letters, memorandums, correspondence and reports.

• Mail distribution

• Back-up for other Customer Service personnel.

EDUCATION, EXPERIENCE and SKILLS:

Associates Degree in Business or related field and 2 years of previous experience in customer service. Relevant experience may be substituted for educational requirement. Computer literacy is necessary. Order entry system, Microsoft® Office Suite experience preferred. Good interpersonal and telephone skills a must.

Self-starter with excellent communication skills, Ability to handle a variety of tasks simultaneously, Strong organizational skills and attention to detail, Ability to work independently, Professional appearance and attitude, Ability to deal effectively with professionals, clients, and employees at all levels of the organization.