What are the responsibilities and job description for the Customer Service Representative position at Xplora Search Group?
The Opportunity
We are partnering with an established organization seeking a detail-oriented Customer Service Representative to join its team for an immediate temporary assignment.
This is not a traditional call-center customer service position. This role sits at the intersection of customer service, order management, supply chain, and sales support, helping ensure customer purchase orders are processed accurately and products move smoothly from order entry through delivery.
The ideal candidate thrives in a fast-paced B2B environment, enjoys working with detailed customer orders and Excel, and is comfortable coordinating across multiple internal departments to keep orders on track.
What You'll Do
- Manage customer orders from receipt of purchase order through product delivery.
- Enter and process customer orders with a high degree of accuracy.
- Review purchase orders for pricing, quantities, product specifications, ship-to/bill-to information, delivery dates, and customer-specific requirements.
- Assist with SDS and Certificate of Analysis (CoA) requests and other customer documentation.
- Manage blanket purchase orders by creating and maintaining multiple order lines and corresponding delivery dates.
- Review and reconcile open orders against customer purchase orders to identify discrepancies.
- Maintain and update open-order reporting to ensure information remains accurate and current.
- Monitor delivery dates and proactively communicate changes, delays, or inventory issues.
- Coordinate with Sales, Supply Chain, warehouses, production planning, Quality Control, and Technical Services to resolve order-related issues.
- Help monitor late orders and support on-time delivery goals.
- Manage a high volume of customer and order-related email communication.
- Document order activity and customer information accurately to ensure continuity across the team.
- Assist with customer inquiries and complaints, involving the appropriate internal departments when necessary.
What We're Looking For
- 3 years of customer service, order management, or order processing experience within a manufacturing, industrial, or distribution environment.
- Demonstrated experience reviewing and processing detailed customer purchase orders.
- Strong Microsoft Excel skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and a high level of accuracy.
- Ability to manage multiple orders, deadlines, emails, and customer requests simultaneously.
- Strong problem-solving skills and the ability to identify and resolve order discrepancies.
- Working knowledge of logistics processes, transportation terminology, and Incoterms.
- ERP experience required; Microsoft Dynamics AX or Dynamics 365 experience is highly desirable.
- High school diploma or equivalent required; bachelor's degree preferred.
Who Will Thrive in This Role?
You'll be successful here if you're someone who enjoys digging into the details of an order, spotting discrepancies before they become problems, and keeping customers and internal teams informed. We're looking for someone who can step into a busy environment, learn quickly, communicate confidently, and help keep the order-management process moving.
Candidates coming strictly from retail or call-center customer service environments without B2B order-processing experience will not be the right fit for this opportunity.
Immediate availability is strongly preferred.