Customer Operations Associate

Job Responsibilities & Duties

• Process A/R Invoicing ensuring accuracy of billing address, shipping address, items, quantities and pricing.
• Provide customer with requested documentation pertaining to shipment.
• File all A/R Invoices and maintain filing system.
• Run and verify month end reports to ensure all deliveries are invoiced within the required period.
• Communicate with a professional and friendly demeanor.
• Build relationships with customers through reliable service, knowledge and willingness to go the extra mile.
• Projects as assigned by Customer Operations Manager and Sales Operations Manager.
• Print and Scan all shipping documentation for electronic record retention where necessary.
• Double check shipments to ensure quantities delivery noted match the bill of lading.
• Delivery note any third party warehouse shipments ensuring quantity ordered is the quantity that shipped.
• Utilize queries, create A/R Invoices in SAP and verify all order details for accuracy.
• Communicate both internally and externally when there is a discrepancy to find resolution.
• Provide Accounting department with copies of the A/R invoice for all electronic submitted invoices.
• Provide customer required documentation as instructed on the order acknowledgement and warehouse
• Instructions for each shipment.
• Maintain file system for all invoicing documents purging and restructuring yearly.
• Professionally field phone calls, faxes and emails from customers and direct them to the correct contact, or collect the necessary information to forward.
• Prepare documentation for credit memos.
• Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to all relevant policies and procedures.
• Other duties as assigned.

Requirements

• High school diploma required; a degree in a related field is a plus
• Proven experience in data entry and familiarity with A/R Invoicing and order fulfillment processes.
• Strong verbal and written communication skills, with the ability to communicate effectively with internal teams and customers.
• High attention to detail, particularly in managing orders, invoices, and shipment documentation, ensuring accuracy and adherence to established processes.
• Proficient in Microsoft Office Suite, including Outlook, Excel, and Word at a basic o intermediate level; familiarity with order processing software, preferable SAP or similar ERP SYSTEM.
• Capable of performing basic math calculations related to invoicing and order processing.
• Exceptional organizational and time management skills, able to prioritize tasks and manage multiple accounts and deadlines effectively.
• Ability to troubleshoot and resolve issues related to invoicing or order discrepancies in a timely manner.
• Willingness to provide support to the Customer Operations team and other departments as needed, contributing to overall business efficiency.
• Strong customer service focus, committed to delivering exceptional customer satisfaction.
• Willingness to take on additional accounts and responsibilities as the position grows, demonstrating flexibility in a dynamic work environment.