Client Services Manager

4 weeks ago

Round Lake, United States TA Resources LLC Full time

At TA Resources we've re-imagined traditional staffing and HR outsourcing with Small to mid-size businesses in mind. Focusing on what makes our clients unique we match them with the talent they need to continue to grow. We are currently searching for a Client Service Manager for our client located in Round Lake, IL.


Our client is not just a fragrance and flavor house; they are the pioneers of perfumery, taste, and malodor abatement excellence. Our cutting-edge technology and trendsetting creations are poised to captivate your senses like never before.


As Head of Client Services, you will oversee a department consisting of Order Entry Specialists and Customer Advocates, managing all aspects of domestic and international orders including order changes, order tracking, and customer communication. This role is also responsible for developing and documenting processes and procedures and cross-training team members. The Head of Client Services requires a strategic thinker who can provide exceptional leadership and ensure a seamless customer experience. This role requires a high level of urgency, accuracy, and a willingness to work flexible hours to accommodate clients and account executives in different time zones.


Responsibilities:

  • Lead, mentor, and manage a team of four direct reports, including Order Entry Specialists and Customer Advocates.
  • Serve as the primary point of contact for escalated customer inquiries and complaints, providing timely and effective resolutions.
  • Foster a positive and collaborative work environment, promoting teamwork and professional development.
  • Conduct regular performance evaluations and provide constructive feedback and coaching.
  • Maintain proactive communication with clients to provide updates and address any concerns.
  • Monitor and track orders with open order and daily shipment live links to ensure they meet client specifications and deadlines as self-sufficiently as possible.
  • Collaborate with internal teams to verify order progress and ensure timely fulfillment only as needed.
  • Respond to customer inquiries via phone, email, and other communication channels.
  • Ensure clear and professional communication tailored to the client’s time zone, work hours and preferences.
  • Establish and maintain strong relationships with customers, ensuring clear and proactive communication.
  • Monitor customer feedback and identify trends to continuously improve the customer experience.
  • Develop and implement customer service strategies aligned with the company's goals and objectives.
  • Analyze key performance indicators (KPIs) and metrics to assess department performance and identify areas for improvement.
  • Prepare and present regular reports to senior management on customer service performance and initiatives.
  • Implement cross-training for all roles and responsibilities.
  • Demonstrate urgency in addressing client needs and resolving issues promptly.
  • Research and accurately address client concerns self-sufficiently before responding.
  • Work closely with internal teams including Logistics and Sales to resolve any order discrepancies or delays if you cannot determine the root cause yourself.
  • Provide feedback to internal teams based on client interactions and experiences.
  • Understand the order entry process for both domestic and international sales orders.
  • Serve as primary back up for order processors.


***Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities required of the employee for this job. Duties and responsibilities for this job may change at any time without notice.


Requirements:

  • Bachelor’s degree in Business, Communications, or a related field preferred.
  • Five plus years’ experience in managing a customer support team or a similar role, preferably in an international setting.
  • Experience in the fragrance, cosmetics, personal care, or candles industry is a plus.
  • Excellent verbal and written communication skills in English.
  • Strong problem-solving skills and the ability to work under pressure.
  • High level of empathy and customer-centric attitude.
  • Ability to multitask, prioritize, and manage time effectively.
  • Culturally aware and sensitive to the needs of a diverse customer base.
  • Patient, empathetic, and able to handle stressful situations with grace.
  • Self-motivated, proactive, and able to work independently as well as part of a team

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