Vendor Relations, Customer Service & Project Coordinator

The Bright Group is seeking a highly organized, detail-oriented Vendor Relations, Customer Service & Project Coordinator to oversee the entire lifecycle of customer orders from order entry through final delivery. This role serves as the primary liaison between customers, vendors, showrooms, freight carriers, production, warehouses, and the accounting department to ensure projects are completed accurately, on time, and with exceptional customer service. 

The ideal candidate is proactive, organized, and excels at managing multiple projects while maintaining strong relationships with customers and vendors. 

Key Responsibilities 

• Customer Service & Order Management 
• Serve as the primary point of contact for customers, vendors, designers, and showrooms regarding orders, production timelines, shipping, and project updates. 
• Enter customer orders into the company system and maintain accurate order records throughout the production process. 
• Prepare and distribute estimates, order acknowledgments, balance due invoices, and final invoices. 
• Verify order specifications, pricing, and required documentation. 
• Communicate estimated completion dates (ECDs), shipping updates, and project status to customers. 
• Respond promptly to customer inquiries by phone and email while ensuring a high level of customer satisfaction. 
• Monitor production schedules and coordinate with internal departments to ensure deadlines are met. 

Vendor Relations & Purchasing 

• Serve as the primary point of contact for vendors throughout the production process. 
• Create and issue purchase orders. 
• Build and maintain positive working relationships with vendors. 
• Request and track Estimated Completion Dates (ECDs). 
• Follow up regularly on open purchase orders to ensure production remains on schedule. 
• Coordinate repairs, replacements, warranty issues, and vendor resolutions. 

• Invoice & Financial Coordination 
• Review and process vendor invoices. 
• Prepare balance due invoices and customer billing. 
• Input freight charges into completed orders. 
• Coordinate with the Accounting Department to release vendor payments after customer payments have been collected. 
• Ensure vendors are paid promptly to avoid shipment delays. 
• Maintain accurate financial and order documentation. 

• Freight, Shipping & Logistics 
• Coordinate freight arrangements for completed orders. 
• Obtain freight quotes and prepare shipping documentation. 
• Schedule pickups, deliveries, and freight shipments with carriers and warehouses. 
• Track shipments and monitor delivery status. 
• Communicate shipment readiness with vendors and freight companies. 
• Resolve shipping delays, freight damage claims, delivery concerns, and logistics issues. 

Damage Claims & Issue Resolution 

• Manage freight damage claims and product issues. 
• Coordinate repairs, replacements, and vendor resolutions. 
• Work closely with freight carriers and internal departments to minimize delays and ensure customer satisfaction. 

Administrative Responsibilities 

• Manage multiple customer projects simultaneously while meeting deadlines. 
• Maintain detailed documentation, notes, and customer records. 
• Prioritize daily tasks and communications. 
• Assist with additional administrative duties related to purchasing, logistics, sales support, production, and order management. 
• Collaborate effectively with Accounting, Production, Sales, Warehousing, Vendors, Freight Carriers, and Customers. 

Qualifications 

• Excellent written and verbal communication skills. 
• Exceptional organizational and time management abilities. 
• Strong attention to detail. 
• Ability to prioritize multiple projects in a fast-paced environment. 
• Experience with purchase orders, invoicing, freight, logistics, customer service, or order management preferred. 
• Proficiency in Microsoft Outlook, Word, and Excel. 
• Ability to work independently while collaborating with multiple departments. 

Preferred Skills 

• Customer Service 
• Vendor Relations 
• Project Coordination 
• Order Management 
• Purchasing & Procurement 
• Invoice Processing 
• Freight & Logistics Coordination 
• Shipping Documentation 
• Claims Resolution 
• Problem Solving 
• Strong Follow-up Skills 
• Excellent Communication 
• Professionalism 
• Dependability 
• Adaptability 
• Deadline Management 
• Accountability 

Success in This Role: The ideal candidate enjoys building strong relationships with customers and vendors, keeping projects organized from start to finish, and ensuring every order is completed accurately, efficiently, and on time. Success in this role requires excellent communication, attention to detail, and the ability to coordinate across multiple departments while delivering exceptional customer service. 

Starting Salary $25.00 

Full Time: Onsite, Monday - Friday 

Training will be provided 

Benefits: 401(k), Health Insurance, Paid time off, Vision Insurance, Dental insurance, Flexible spending account, Disability Insurance, profit sharing

To Apply: Please apply through LinkedIn or send your résumé directly to hr@brightchair.com