Customer Service Specialist

Customer Service Specialist supports day-to-day order processing, invoicing, and customer communication within a busy distribution environment. This role focuses on accurate data entry, invoice creation based on bills of lading, and proactive customer service through email and phone. You contribute directly to smooth operational flow by coordinating with the warehouse, resolving order discrepancies, and providing reporting support using Excel.

The Customer Service Specialist supports day-to-day order processing, invoicing, and customer communication within a busy distribution environment. This role focuses on accurate data entry, invoice creation based on bills of lading, and proactive customer service through email and phone. You contribute directly to smooth operational flow by coordinating with the warehouse, resolving order discrepancies, and providing reporting support using Excel.

• Communicate with customers via email in a professional and timely manner to address orders, inquiries, and discrepancies.
• Create accurate invoices based on bills of lading and ensure all supporting documentation is complete.
• Mail invoices to customers and verify that all billing information is properly recorded and filed.
• Create and submit orders to the warehouse to ensure timely picking, packing, and shipping of products.
• Perform data entry in Excel to maintain order, invoice, and customer information with a high level of accuracy.
• Use Excel functions such as Pivot Tables and VLOOKUP to compile and analyze data for reporting and to support the General Manager with operational insights.
• Handle inbound and outbound calls to customers to discuss order details, resolve discrepancies, and confirm order status.
• Place customer orders and promptly generate corresponding invoices in alignment with established procedures.
• Maintain organized records of bills of lading, invoices, and order documents to support efficient operations and audits.
• Collaborate with internal teams in the distribution facility to ensure orders are processed correctly and on schedule.
• Demonstrate reliability by consistently working on site in the office and being available to support daily business operations.

• Strong computer literacy with the ability to manage email communication with customers.
• Proficiency in Microsoft Excel, including data entry, Pivot Tables, and VLOOKUP.
• Experience creating invoices based on bills of lading and other shipping documentation.
• Customer service skills with the ability to handle inbound and outbound calls in a professional manner.
• Accuracy and attention to detail in data entry, invoice entry, and order creation.
• Ability to coordinate orders with the warehouse and follow established operational procedures.
• Reliability and willingness to work on site in an office setting five days per week.

• Experience working with bills of lading in a distribution, logistics, or shipping environment.
• Background in customer service or administrative support in an office or operations-focused role.
• Comfort working with upgraded or evolving software and systems in a global organization.
• Strong organizational skills and the ability to manage multiple orders and invoices simultaneously.
• Clear written and verbal communication skills for interacting with customers and internal stakeholders.

This role is based in an office setting located within a distribution facility that ships coffee and cocoa products. The facility is situated near the port in a waterfront building, offering a modern environment with nearby amenities such as a new restaurant. You work on site five days a week, collaborating closely with operations…