Customer Service Specialist

Role overview

Customer service

• Process and record customer orders in Oracle; prepare bills of lading and confirm customer purchase orders.
• Generate customer billings and respond to inquiries about products, samples, pricing, orders, deliveries, and paperwork.
• Resolve complaints, communicate issues to appropriate personnel, maintain customer relations, process credit card transactions, and arrange pickups.
• Reconcile daily shipping reports and invoice registrations; assist other departments and prepare customs documentation when required.

Accounts payable

• Prepare, match, code, and enter accounts payable invoices and credits in Oracle based on approvals; review on-hold reports and release items upon approval.
• Manage vendor records and requests, prepayments, cheque requests, accrual reconciliations, supply returns, and vendor credits.
• Assist with other accounting tasks, including audit documentation inquiries.

Office and inventory administration

• Enter daily production and receipts into the system using records from other departments.
• Coordinate monthly inventory counts and investigate variances.
• Maintain office files and provide reception, filing, call handling, mail distribution, and office supply ordering support.
• Assist with administrative projects, departmental overflow work, management queries, and other assigned duties.

Education and experience

• High school diploma or GED equivalent required; a college business degree is preferred.
• Two or more years of relevant customer service, accounts payable, or office administration experience is preferred.
• Accounting experience is an asset.

Skills and capabilities

• Required: proficiency in Microsoft Office, particularly Excel and Word, and familiarity with Oracle or another ERP system.
• The role calls for strong customer service and office administration skills, organization, time management, attention to detail, communication, interpersonal skills, and problem solving.
• Ability to analyze operating practices to improve efficiency.

Additional information