Warehouse Customer Service Admin

Customer Service Administrator

The Customer Service Administrator provides high-level administrative and customer support to the IECS management team and warehouse operations. This position is responsible for shared phone duties, general office functions, and delivering exceptional customer service. The ideal candidate will effectively resolve customer inquiries and issues with accuracy, professionalism, and efficiency.

• Answer, screen, and direct incoming calls during scheduled times.
• Greet, sign in, and announce visitors upon arrival.
• Receive and distribute all incoming deliveries to the correct department or individual.
• Collect incoming mail and prepare outgoing mail daily.
• Maintain office equipment, including the postage meter and copier (e.g., toner replacement, adding postage).
• Maintain a clean, organized, and professional lobby environment.

• Respond to customer calls and emails throughout the day, addressing inquiries and concerns promptly and courteously.
• Schedule customer appointments and maintain an organized Outlook calendar.
• Provide short-hold rates upon request.
• Process billing invoices, submit drafts to the Warehouse Manager for review, and send finalized invoices to customers once approved.
• Serve as the primary administrator for the Warehouse Management System (WMS), including item creation, customer updates, and user setup.
• Import, allocate, and confirm outbound orders with customers.
• Communicate inbound and outbound orders with the warehouse team to ensure seamless operations.
• Monitor inventory counts and date accuracy; perform adjustments when necessary.
• Adhere to Safe Quality Food (SQF) standards regarding sanitation and safety.
• Provide operational support during designated holidays as scheduled.

• Maintain the company’s employee phone and extension list, ensuring accuracy at all times.
• Keep driver cubbies updated with correct names and division labels.
• Maintain the Driver Lounge in a clean and organized condition.
• Manage scheduling for the main conference room via Outlook and the physical wall board.
• Maintain company wallboards with up-to-date announcements, events, and postings.
• Assist the Office Manager with office events, celebrations, and team-building activities.
• Perform additional related or unrelated duties as assigned.

• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to manage time-sensitive tasks effectively.
• Exceptional organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite and related software systems.
• Creativity in developing content for office events and meetings.
• Demonstrated teamwork, integrity, accountability, leadership, collaboration, and drive.

• Education:
  
  High School Diploma or equivalent.
• Experience:
  
  Minimum of 2 years of administrative and front-desk experience.
• Communication:
  Fluent in English (reading, writing, and speaking);
  Spanish proficiency is a plus.
• Technical:
  Strong computer skills with proficiency in Microsoft Office Suite, spreadsheets, and basic database programs.
• Other:
  Strong attendance record; highly organized; detail-oriented; able to multi-task and thrive in a fast-paced environment.

This position operates in a temperature-controlled industrial office environment. On limited occasions, duties may require entering the cold storage warehouse, where temperatures can reach as low as
-10°F.

• Ability to lift 15–20 lbs.
• Ability to sit for extended periods while working at a computer.