Customer Service​/Office Admin

Vaco is hiring for a Customer Service / Office Admin

Location:

Chicago, IL

Compensation: 450-55/annually

Primary responsibility to interact with customers, addressing their questions and concerns, and resolving issues to ensure satisfaction. Acts as the company’s first point of contact, providing information, processing orders, and handling returns or complaints. Maintains accurate records of customer interactions for quality analysis. Provides operational support for the Sales/Marketing team to promote revenue growth, productivity, and exceptional levels of customer service satisfaction.

Additionally, this role oversees day-to-day office operations, facility needs, front‑desk duties, and general administrative responsibilities to ensure an organized, efficient, and professional office environment.

• Process incoming customer orders accurately and efficiently. Verify details, pricing, quantities, inventory levels, and shipping requirements.
• Collaborate with cross‑functional teams—Sales, Inventory Management, and Logistics—to ensure timely and accurate order fulfillment. Serve as liaison between teams.
• Prepare documents for domestic and international shipments, including pro‑forma invoices where needed.
• Address customer inquiries regarding order status, delivery timelines, and product information.
• Communicate ship schedules, issues, and delays to customers to ensure reasonable expectations.
• Understand and implement customer invoicing requirements (EDI, ASN, online portals, various invoicing systems).
• Prepare, issue and transmit invoices to customers accurately and on time. Resolve invoice delivery issues.
• Ensure proper billing of freight and special charges.
• Prepare daily reports of open (not yet shipped) and invoiced orders.
• Maintain customer records with accuracy and confidentiality.
• Manage price/promo sheets and enter discounts as needed.
• Support the Sales team with updates, reports, communication, and general administrative assistance.
• Answer incoming consumer calls, assisting with inquiries and concerns to ensure a positive consumer experience.
• Manage consumer concerns, de‑escalate tense situations, and provide satisfactory resolutions.
• Maintain a consumer response log of comments, concerns, and issues.
• Participate in process‑improvement initiatives to enhance order‑processing efficiency.
• Aid in the development and implementation of Food Safety Fundamentals and the Food Safety Plan under the BRCGS system.
• Reporting and additional tasks as assigned.

• Act as the first point of contact for all visitors, vendors, customers, and auditors arriving on‑site.
• Responsible for opening the main entrance door whenever the doorbell rings and greeting visitors professionally and courteously.
• Maintain a clean, organized, and professional reception and office environment.
• Oversee office supply inventory; order, track, and restock as needed.
• Coordinate with external vendors (cleaning, maintenance, office supplies, IT assistance, etc.).
• Submit and follow up on maintenance requests and facility issues until resolution.
• Manage incoming/outgoing mail, packages, and deliveries; distribute internal mail.
• Prepare outgoing shipments and coordinate pickup schedules when needed.
• Support leadership with administrative tasks, scheduling, document preparation, and interdepartmental communication.
• Maintain updated phone directories, visitor logs, and departmental forms.
• Monitor cleanliness and organization of shared spaces (breakroom, conference rooms, reception, restrooms).
• Perform simple troubleshooting of office equipment and coordinate repairs as needed.
• Support internal departments with administrative tasks and projects as assigned.

• Ability to multi‑task and handle numerous assignments simultaneously.
• A forward‑thinking mindset focused on productivity and exceptional service.
• Strong customer‑centric approach.
• Excellent communication, problem‑solving, and interpersonal skills.
• Ability to work well both independently and within a team environment.
• Professional, positive, and enthusiastic attitude.
• Excellent listening and feedback skills.