Customer Service & Order Fulfillment Specialist

With a legacy spanning over 35 years, Harris Spice has been a trusted partner and leading supplier of high-quality spices, herbs, and innovative seasoning blends. With international facilities and a global supply chain, we proudly serve multiple channels of trade—including industrial bulk, food service, and retail. Our commitment to excellence, quality and consistency has earned us the trust of some of the nation’s largest and most recognized brands. As Harris Spice continues to grow, we are dedicated to cultivating a dynamic, inclusive workplace where innovation thrives. We're looking for diverse, talented individuals who are ready to grow with us and help strengthen a brand known for trust, quality, and bold flavor solutions.

Position Overview/Job Summary:

The Customer Service & Order Fulfillment Specialist is responsible for overseeing the complete order-to-delivery process for U.S. domestic customers. This role goes beyond order entry, requiring full ownership of the customer fulfillment lifecycle—from order confirmation to final delivery. The specialist ensures that orders are processed accurately, shipments are coordinated efficiently, and customers receive exceptional service and timely communication throughout every stage of the process. This position involves close collaboration with key internal departments—including Shipping, Production Planning, Inventory Control, Sales, Quality, Logistics, and Accounting—to gather critical information, confirm product availability and pricing, and resolve any issues that may affect delivery performance and customer satisfaction.

Essential Job Functions:

• Process and manage all customer purchase orders, ensuring accuracy and timely entry into the ERP system (IFS) within 24 hours of receipt.
• Verify pricing, contracts, and supporting documentation (e.g., sales contracts, POs) to ensure compliance with company policies.
• Confirm orders with customers and provide updates on order status, shipping details, and estimated delivery times.
• Coordinate with the warehouse and logistics teams to ensure products are picked, packed, and shipped accurately according to customer-specific requirements.
• Arrange and schedule deliveries, including booking carriers, setting appointments, and confirming with drivers or BIBO customers.
• Track and monitor shipments to ensure on-time delivery; proactively communicate delays or issues to customers and internal stakeholders.
• Reconcile shipping documentation (bills of lading, packing lists) and resolve discrepancies in quantities or delivery details.
• Support freight forwarding activities such as booking, issuing delivery orders, and confirming pick-up and delivery statuses.
• Work cross-functionally with Quality, Production, and Supply Chain to verify product availability, shelf life, labeling, and COA requirements.
• Monitor production schedules to ensure timely order fulfillment and communicate any product availability or delay issues.
• Process customer returns (RMA) and resolve customer inquiries, complaints, and urgent requests promptly and professionally.
• Maintain accurate order and shipment records, and generate reports as required by management.
• Attend training sessions and customer service meetings to stay informed of process updates and company initiatives.
• Perform additional customer service and administrative tasks, contributing to continuous process improvement and team success.
• Other duties as assigned
• This job description describes just some of the main duties, activities and responsibilities for the role which may change at any time with or without prior notice.

Skills/Qualifications:

• Associate or bachelor’s degree in business administration or a related field preferred.
• Minimum 3 years of experience in customer fulfillment, order management, or logistics coordination, preferably within a manufacturing or distribution environment.
• Proven ability to manage multiple priorities, multitask effectively, and meet deadlines in a fast-paced setting.
• Strong communication, organizational, and problem-solving skills with a proactive, customer-focused approach.
• Skilled in cross-functional coordination, collaborating with departments such as Shipping, Production, Inventory Control, Sales, and Quality to ensure seamless order fulfillment.
• Proficiency in ERP systems; IFS experience highly desirable.
• Solid understanding of order fulfillment, shipping, and freight processes.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word), including the use of Excel functions such as SUM, VLOOKUP, IF statements, filtering, and sorting to manage and analyze order and shipment data accurately.
• Food manufacturing industry experience preferred but not required

Physical Requirements

• Must be able to work in a sitting or standing position for extended periods
• Manual dexterity to perform data entry functions.
• Ability to bend, pull, stoop, and reach to perform functions.
• Ability to lift up to 35 lbs.
• Must have the cognitive and mental capacity to perform essential job functions.
• Must be able to communicate effectively orally and in writing.
• Visual acuity to read documents, computer screens, files, etc.
• Ability to hear in person and via phone.

The statements herein are intended to describe the general nature and levels of the work performed by employees, but are not a complete list of responsibilities, duties, and skills required of personnel so classified. Furthermore, the job description does not constitute a written or implied contract for employment. Harris Spice reserves the right to revise or change job duties and responsibilities as the need arises.

Equal Employment Opportunity Statement

Harris Spice is a certified Minority-owned business. Our business is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.