Customer Support Specialist for Facility Services

1 week ago


Topeka, Kansas, United States Kansas Action for Children Full time
Position Overview:
This role is integral to providing exceptional customer support at Kansas Action for Children. The working hours are typically set between 8:00 am and 5:00 pm, Monday through Friday, with potential variations for after-hours service requests as needed.

Key Responsibilities:


- Deliver administrative assistance to meet the objectives established by the management and coordination teams throughout the duration of all assigned client engagements.
- Manage service ticket tracking for all client work orders assigned.
- Facilitate communication between the coordination team and the accounting department during the lifecycle of all client projects.
- Actively process service requests for both new and returning clients.
- Collaborate with Facilities Coordinators to ensure project continuity and progress.
- Engage with vendors to fulfill the requirements of work orders as specified.
- Assess and identify customer needs to determine the appropriate scope of work.
- Oversee the workflow of work orders from initiation to completion.
- Assist in resolving issues and escalate significant concerns to a supervisor.
- Collect vendor documentation (proposals, invoices, sign-off sheets, photos, etc.) to ensure projects remain on track.
- Review vendor invoices for accuracy prior to submission to accounting for processing.
- Ensure vendors comprehend the scope of work and assist in clarifying details.
- Communicate expectations clearly to vendors.
- Provide excellent customer service when responding to phone inquiries and emails promptly.
- Maintain communication with corporate contacts throughout the entire lifecycle of a work request.
- Document and obtain approval for any changes to the scope of work.
- Perform other duties as assigned.

Qualifications:
- High School Diploma or GED required.
- A minimum of 2 years of relevant experience is advantageous.
- Familiarity with FEXA software is a plus.
- Proficient in Microsoft Office Suite.
- Strong communication and interpersonal skills are essential.
- Demonstrated professionalism and organizational abilities.
- Willingness to learn and adapt.
- Excellent written and verbal communication skills.
- Ability to manage multiple tasks effectively.
- Team-oriented with a proactive approach.
- Strong attention to detail and accuracy.
- Sound reasoning and decision-making capabilities.

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