Customer Service Specialist

Position

Customer Service Specialist

This position is responsible for managing the end-to-end customer order process while providing sales and operational support. The role involves processing purchase and sales orders, coordinating domestic and international shipments, preparing shipping and trade documentation, communicating with customers, suppliers, and logistics partners, and maintaining accurate information in ERP systems. The position works closely with sales, logistics, accounting, and external partners to ensure smooth order fulfillment and excellent customer service.

• Sales & Customer Support
  • Receive and process customer inquiries and orders
  • Follow up with existing customers regarding new and ongoing orders
  • Obtain pricing, product availability, and delivery information from suppliers
  • Prepare and provide quotations and order confirmations to customers
  • Support the sales team with day-to-day sales administration and customer service activities
• Order Processing & Documentation
  • Prepare and process Purchase Orders (PO), Sales Orders (SO), sales confirmations, invoices, contracts, and related documentation
  • Enter and maintain order information in ERP systems
  • Prepare shipping and trade documents, including commercial invoices, packing lists, Bills of Lading, insurance certificates, and customs clearance documents
  • Maintain accurate and organized sales and transaction records
• Logistics & Inventory Coordination
  • Coordinate domestic and international shipments via ocean, air, courier, trucking, and rail
  • Communicate with customers, suppliers, customs brokers, freight forwarders, and warehouses regarding shipment status and delivery schedules
  • Maintain inventory records and review monthly warehouse inventory reports
  • Investigate and resolve inventory discrepancies in coordination with management
• Accounting & Operational Support
  • Review logistics and supplier invoices to ensure costs are consistent with agreed terms
  • Follow up on Accounts Receivable and report payment delays as necessary
  • Process Accounts Payable documentation and submit payment requests to the Accounting Department
  • Maintain basic knowledge of products and import/export requirements
  • Provide operational support to other team members as needed

• Standard business hours
• Full-time
• On-site position

Chicago Suburb Area, IL

50K-60K

• Medical, Dental, and Vision Insurance
• Paid Time Off
• Other standard company benefits

• Saturdays and Sundays
• Company holidays

• Bachelor’s degree required
• 3+ years of relevant work experience preferred
• Strong organizational and time management skills
• Ability to manage deadlines accurately and efficiently
• Advanced English communication skills required
• Proficiency in Microsoft Office, particularly Excel and Word
• Experience with SAP or other ERP systems is a plus
• Logistics operations experience is a plus
• Knowledge of general accounting and bookkeeping principles is a plus
• Ability to handle confidential information appropriately
• Strong communication and coordination skills
• Basic knowledge of import/export operations is preferred