Customer Service Representative

What We Do

Tropical Foods is an International Food Distribution Company with clientele in 50 countries. 100% of our business is export and we specialize in chilled dairy products. Our services include product registration, foreign documentation and in-house product labeling.

Doral, FL
Full-Time
Must speak Spanish & English

• Order Processing: generate customer proformas, obtain estimate approval from customer, submit vendor purchase orders and customer invoicing for assigned accounts; create export documentation as required by each market/customer; daily collaboration with RSM teammate regarding any pending orders, order approval delays, order frequency concerns or any other observation by IC that is considered pertinent account intel; provide back‑up for other Customer Service Reps that are out;
  
  help maintain customized order guides for all accounts that don’t utilize their own PO system; provide “best‑effort” sales support (time permitting) with attention to RSM travel; process customer claims timely and according to process.
• Create export documents that include one or more of the following: USDA (for required customers) with additional page required for lot codes and expiration dates if needed;
  Certificate of Analysis: include lot codes & manufacture dates as needed;
  Certificate of Free Sale;
  Certificate of Origin (Chamber of Commerce);
  Pallet Fumigation Documents; SENASA (Import Permit Number); NAFTA Certificate (prepared annually); SLI (if needed); SED (if needed).
• Prepare necessary delivery/logistics documentation: delivery & shipping instructions; packing list; warehouse slip for consolidations; coordinate any labeling requirements with proper departments; proof of delivery (POD) confirmation via email or fax of customer estimates/orders to delivery destination; freight forwarder communication; create final invoice that includes expiration date – day, month and year.
• Consolidations: daily communication with consolidation department for all orders that include multiple vendors of Less Than Minimum order volumes that require consolidation; add orders to excel spreadsheet of each consolidated brand; add TFC PO# in all proformas/packing lists; assist in obtaining consolidation orders from the Inside Sales team for all orders that include multiple vendors of less than minimum order volumes;
  
  assist in placing consolidation orders by the set cutoff date and time and ensure the delivery of same.
• Customer contact: routine (weekly/bi-weekly) correspondence via telephone with assigned accounts to inquire about forthcoming orders/lead times; consolidation dates and cut offs; delivery delays/issues; sail information (logistics); shortages; reporting any customer concerns to RSM immediately.
• Customer data: CRM – update CRM with all pertinent Customer Service activity relating to account; maintain digital and hard copy files of all documents supplied to clientele in shared folder; filing system for accounting purposes.
• Warehouse & sales support: cross-check estimates created by inside & collect documents for the warehouse weekly.

• Strong communication skills.
• Ability to multitask and work in fast-paced environments.