Client Relations Specialist/Order Coordinator

2 weeks ago

Brea, California, United States Atosa USA, Inc. Full time
Job Overview

Atosa USA, Inc. stands as a prominent manufacturer and distributor in the realm of commercial kitchen equipment. Our organization is deeply committed to the community we serve, offering fulfilling career opportunities to driven and skilled individuals who can contribute to our growth and innovation in the industry. We are on the lookout for exceptional candidates to join our dynamic team as we continue to expand.

Position Summary

The Client Relations Specialist (Order Coordinator) is vital in ensuring the seamless processing of orders for products and materials. This role involves accurately receiving and managing customer orders, monitoring order status, and communicating any updates regarding delivery timelines to clients. It is essential to maintain detailed records of pricing, delivery schedules, inventory, and transaction-related information. By utilizing specialized software or tracking systems, the specialist guarantees efficient order processing. Additionally, they handle customer inquiries through phone or email, providing timely and effective resolutions for non-technical issues. The specialist collaborates with various departments to fulfill customer requirements and plays a key role in maintaining a customer relationship database. This position reports to the Operations Manager and operates under moderate supervision.

Key Responsibilities:

  • Receive and validate orders, ensuring product availability and stock levels using accounting software.
  • Monitor customer credit terms and provide updates on order status, delivery schedules, and shipping costs.
  • Accurately input orders into accounting software and maintain effective communication with warehouse personnel.
  • Provide freight quotes and generate shipping documents for outgoing orders.
  • Process claims for damaged goods.
  • Create sales orders and invoices using accounting software.
  • Issue credit memos for returned items and maintain precise records.
  • Establish and uphold a systematic filing system for inventory and customer documentation.
  • Ensure electronic filing and cloud storage of important documents.
  • Engage professionally with customers via phone and email, delivering accurate information and addressing inquiries.
  • Receive purchase orders and manage messages promptly and courteously.
  • Provide real-time inventory updates as requested.
  • Collaborate with the Operations Manager and warehouse staff to maintain accurate inventory records.

Qualifications:

  • A minimum of 2 years of relevant experience in customer service, logistics, billing, or a related field.
  • Ability to prioritize tasks, multitask, and excel in a fast-paced environment.
  • Strong attention to detail and a high degree of accuracy.
  • Excellent organizational and data management skills.
  • Basic understanding of invoicing and crediting processes.
  • Effective written and verbal communication skills with a strong customer service orientation.
  • Proficiency in 10-key and data entry, with intermediate to advanced skills.
  • Proficient in English and the MS Office suite.
  • Strong problem-solving skills.
  • Ability to work efficiently within a team environment.

*This job description is intended to provide a general overview of the position and is not an exhaustive list of all responsibilities, duties, or skills required for the role. Responsibilities and duties may change at any time with or without notice.

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