What are the responsibilities and job description for the Customer Service Admin Assistant position at Ki Mobility?
Job Summary
The Customer Service Administrative Assistant is responsible for maintaining accurate customer records and documentation, managing workflow tasks within the customer service task management system, validating customer orders, and processing invoices. This position collaborates professionally with other customer service team members, cross-functional departments, and customers to deliver high-quality customer service, produce accurate orders, and support operations.
Essential Functions
Job Responsibilities
- Generate and accurately maintain customer documentation and records.
- Accurately manage, track, and complete workflow tasks within the CS task management system.
- Validate customer orders for accuracy by comparing purchase orders to quotes before processing, communicating with customers to resolve and correct any discrepancies.
- Respond to customer inquiries and use the company ERP system to perform duties such as: processing customer invoices, investigating and reconciling discrepancies, or processing credit memos.
- Provide administrative support for the customer service team leaders.
- Maintain polite and professional communication via phone and email.
- Utilize various proprietary software and resources to maintain detailed and accurate documentation to facilitate a smooth transition to other departments.
- Collaborate and communicate with Customer Service team members and cross-functionally with other departments (ex: sales, finance, and production) in a professional and efficient manner.
- Work as a team and maintain professionalism at all levels in the organization.
- Ensure and follow safety requirements and standards.
- Maintain a safe, neat and orderly work environment.
- Perform all duties in a manner that follows, demonstrates, and promotes Company’s values.
- Report to work as scheduled, on time, and able to work entire work schedule.
- Perform additional duties as assigned.
Knowledge, Skills, and Ability
- Ability to transpose information accurately and effectively between customer orders and invoices.
- Ability to respond effectively to new, complex, and problematic situations and adapt your behavior to provide the best possible customer service.
- Possess logical thinking, intuition, and critical thinkings skills with the ability to interpret detailed information to find accurate solutions.
- Skill and ability in professionalism while interacting with customers and company associates.
- Skill and ability to navigate multiple computer applications, with the use of dual monitors.
- Detail oriented with a passion for and ability to continuously learn.
- Possess excellent oral and written communication skills.
- Skill and ability to multi-task, prioritize, and manage time efficiently.
- Ability to exercise patience to get questions answered correctly and timely.
- Basic level skills using computer applications (Microsoft Suite, enterprise software).
- Basic math proficiency.
- Able to work effectively both independently and within a team environment.
- Ability to be highly adaptable and responsive to changing business needs.
- Possess a continuous improvement mindset.
- Ability to observe and identify details.
- Ability to work extended hours as scheduled, including weekends.
Physical Demands
- Frequent sitting, wrist manipulation, walking, and standing.
- Frequent sedentary work with lifting up to 10 pounds.
- Occasional light work with lifting up to 20 pounds.
- Manual dexterity to type and operate office equipment frequently.
- Must be able to complete all physical requirements to perform essential functions.
Qualifications
Experience
- Required:
- Experience with Microsoft Office programs (Word, Excel) and other enterprise software.
- Proven customer support experience.
- Preferred:
- 2 years of experience in an office-based customer service position or related experience working with complex or custom products.
Working Environment
- Standard working conditions include a temperature-controlled office and manufacturing environment.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the associate for this position. Duties, activities, and responsibilities may change, or new ones may be assigned at any time with or without notice. Associate must be able to satisfactorily perform the essential functions of the position with or without reasonable accommodations.