Sales Assistant

Description

Job Summary

The Customer Relations Coordinator is responsible for serving as the primary point of contact for all customer communications, managing the end-to-end intake, documentation, coordination, and resolution of customer complaints and product returns. This role operates within the Customer Service function under Quality oversight to ensure independence in complaint handling while maintaining compliance with GMP requirements. The position is accountable for accurate documentation, full case file traceability, and effective cross-functional coordination to drive timely complaint closure.

Beyond direct customer interaction, this role provides essential administrative and operational support, including sample intake and inventory management, document filing, metrics tracking, and general departmental administration.

Responsibilities

- Serve as the primary point of contact for all customer communications, providing timely acknowledgment, status updates, and resolution follow-up.

- Receive, log, and categorize all customer communications in a standardized complaint management system, ensuring accurate capture of all required fields.

- Create and maintain a customer contact database, ensuring accuracy of customer accounts, key contacts, phone numbers, and communication preferences; compile periodic summaries of complaint and return activity by customer account to identify high-frequency complainants.

- Maintain the library of approved customer communication templates and response scripts, flagging outdated content to the manager for revision.

- Perform initial triage of complaints, assessing issue type and potential safety and regulatory significance in order to assign priority levels and route accordingly.

- Conduct all necessary customer replacements, including the form submission, testing, packaging, shipping, and tracking of the replacement.

- Liaise with package carriers on deliveries, track inbound shipments, resolve delivery discrepancies, and document carrier-related issues.

- Coordinate, log, and organize all product returns from customers, producing return labels and reconciling received returns against open complaints.

- Maintain the library of product quality reference materials and filing systems, ensuring documents are properly organized and retrievable.

- Gather raw complaint data inputs for Quality metrics dashboards on a defined schedule and populate reporting templates for manager review

Requirements

Qualifications

-      High school diploma and 2+ years in customer service required; ideally in a regulated industry (pharma, food & beverage, medical devices, cosmetics, manufacturing, etc.)

-      Experience in GMP, FDA regulated, or quality-driven environments preferred

-      Bilingual English - Spanish a plus

-      Proficiency in Microsoft Office/Excel and data tracking systems

- Data entry and recordkeeping proficiency with a low error rate

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

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