Customer Service Administrator

Customer Service Administrator

NIOX is a medical device company focused on point of care asthma diagnosis and management. Our market-leading NIOX® products are used in clinical settings by physicians around the world to improve asthma diagnosis and management and by leading research organizations conducting clinical studies on behalf of pharmaceutical companies. At present, NIOX provides products and services in around 50 countries.

In order to support these activities we are currently seeking a Customer Service Administrator.

The Customer Service Administrator is responsible for providing administrative and operational support to Account Managers by ensuring the accurate and timely processing of customer orders. This role works closely with the Account Managers and internal departments to coordinate order fulfillment, maintain accurate customer and order records, and support a seamless customer experience. The Customer Service Administrator plays a key role in ensuring efficient sales operations by managing order administration, monitoring order progress, proactively coordinating customer order reminders and follow-up communications, and resolving processing issues to support the achievement of the company's service and business objectives.

• Process customer orders received from Account Managers accurately and in a timely manner.
• Review order documentation for completeness and accuracy, resolving any discrepancies prior to processing.
• Enter and maintain customer orders within the ERP/CRM system, ensuring all information is current and accurate.
• Coordinate with internal departments, including Operations, Warehouse, Finance, and Customer Service, to facilitate efficient order fulfillment.
• Monitor the status of open orders and proactively communicate updates or issues to Account Managers.
• Prepare and process order acknowledgements, confirmations, and supporting documentation as required.
• Ensure customer pricing, product information, and contractual terms are accurately reflected in processed orders.
• Maintain organized and accurate customer records and order files in accordance with company policies.
• Assist with the administration of customer renewals by preparing documentation and supporting the Account Managers throughout the renewal process.
• Respond promptly to internal inquiries regarding order status, documentation, and processing requirements.
• Identify and escalate order issues or process improvements to management to support operational efficiency.
• Provide first-line technical support by receiving, troubleshooting, and resolving incoming support requests, escalating issues to Technical Operations as necessary to ensure timely resolution.
• Support reporting and administrative tasks related to sales activities, order volumes, and customer accounts.
• Maintain confidentiality of customer and company information.
• Perform other administrative duties as assigned.

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Minimum of 2 years' experience in an administrative, sales support, order processing, customer service, or account administration role.
• Experience processing customer orders and maintaining accurate records in an ERP, CRM, or order management system.
• Excellent attention to detail with a high degree of accuracy in data entry and documentation.
• Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines.
• Effective verbal and written communication skills, with the ability to collaborate across departments.
• Proficient in Microsoft Office, including Outlook, Excel, and Word.
• Ability to identify and resolve issues proactively while maintaining a high level of customer service.
• Strong problem-solving skills and the ability to work independently as well as part of a team.
• Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism.
• Adaptable and able to work effectively in a fast-paced, deadline-driven environment.
• Previous experience with SAP Business…