Customer Service Coordinator

Administrative Specialist

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.