Office Assistant

We are seeking a detail-oriented Customer Administrative Representative to support order processing, shipping coordination, and front-office administration while delivering exceptional customer service. In this role, you will accurately enter and manage customer orders, coordinate with carriers and internal teams, and serve as a primary point of contact for customers, visitors, and staff. You will thrive in a fast-paced environment where accuracy, professionalism, and strong communication skills are essential to ensuring a smooth order-to-delivery process and a positive customer experience.

• Accurately enter and review customer orders in the order management or ERP system, verifying all details and ensuring timely processing.
• Handle sales and group orders by checking order accuracy, confirming customer requirements, and updating information as needed.
• Perform data entry of production information and shipment details into the appropriate computer software and systems.
• Coordinate shipping activities by communicating with clients and carriers, arranging shipments, and helping resolve any shipping issues.
• Respond to customer inquiries via phone, email, and chat, providing clear information on order status, product availability, and shipping details.
• Address and resolve customer complaints and issues in a professional, timely manner while maintaining a customer-centric approach.
• Maintain accurate and organized records of orders, invoices, shipments, and customer interactions for reference and reporting.
• Collaborate closely with sales, warehouse, and logistics teams to support smooth order fulfillment and on-time delivery.
• Identify opportunities for process improvements and contribute ideas to enhance overall customer experience and operational efficiency.
• Answer inbound phone calls, route them to the appropriate individuals, and take detailed messages when necessary.
• Greet visitors in a professional manner, provide basic information, and direct them to the appropriate person or area.
• Manage file systems by organizing, maintaining, retrieving, and updating documents to ensure easy access and compliance.
• Perform basic accounting-related tasks, including processing orders, invoices, and shipments in coordination with internal procedures.
• Generate and distribute paperwork such as bills of lading (BOLs), invoices, and other shipping documents to ensure clear communication with staff, customers, and carriers.
• Communicate effectively via phone and email with internal staff, customers, and carriers to support daily operations and resolve issues.
• Support general clerical and administrative duties as needed to ensure efficient front-office and administrative operations.

• High school diploma or equivalent.
• Previous experience in order entry, shipping, administrative, or customer service roles; 35 years preferred, with consideration for candidates with 2+ years of experience.
• Strong customer service skills with a professional and customer-oriented demeanor.
• Proficiency with computers and software, including Microsoft Office applications such as Microsoft Excel.
• Experience working with order management systems and ERP systems, including SAP or similar platforms.
• Demonstrated data entry skills with a high level of accuracy and attention to detail.
• Experience with shipping processes, including preparing and handling bills of lading (BOLs) and related documentation.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Strong organizational skills with the ability to manage multiple responsibilities and meet deadlines.
• Excellent verbal and written communication skills for interacting with customers, visitors, carriers, and…