What are the responsibilities and job description for the Client Services Coordinator position at AWE Corporate Interiors?
Oversees product procurement from initial order through final installation. Works with the sales team to confirm and submit all documents and specifications according to client selection. Maintains customer relationships by responding to inquiries and resolving problems. Works with accounting to properly enter and process any documentation related to accounts payable and accounts receivable. Prepares for customer requests by continually learning about products, services, and client service processes. Responds to customers and vendors by clarifying their questions, gathering and researching solutions, by involving any additional applications to best meet client needs.
Responsibilities
• Resolve product or service problems by clarifying the customer’s concern, determining the cause of the problem, selecting, and explaining the best solution to solve the problem, expediting correction or adjustment, and following up to ensure resolution.
• Resolve billing problems by identifying the errors, coordinating the accounting, and following up with required corrected information.
• Verify, prepare, and issue purchase orders to manufacturers for product fulfillment, confirming specifications, price, and any additional modifying or necessary information.
• Complete any additional forms that may be required with each order (COM, SPIFF, etc.).
• Create a master file for each project containing purchase orders, vendor acknowledgments, back up paperwork from salesperson, floor plans, copies of deposits from clients, and other information pertaining to the project.
• Maintain customer confidence and protect business operations by keeping information confidential.
• Verify acknowledgements of purchase orders for discrepancies, clarifying and adjusting as required.
• Confirm status of product shipment by project, adding updates for internal tracking and in project management files.
• Sending weekly project updates to each client on the status of their orders, noting ship dates or other pertinent information.
• Review receiving paperwork for product delivered to warehouse, addressing any freight issues/damage/etc. if needed, and updating the client on project status.
• Schedule installation and prepare install paperwork once product is received.
• If needed, issue service work orders to the warehouse and coordinate repairs with the client.
• Invoice clients when project is complete.
• Enter invoices from vendors in project management software (team design).
• Assemble payment to vendors for mailing.
• Collect and process payments received from clients.
• Schedule vendor presentations, maximum of one per week. Email Outlook invite to staff and coordinate with manufacturer representative.
• Review existing projects with each salesperson weekly during backlog session.
• Order memos, brochures, and samples for sales team as requested.
• Update proposals for sales team as needed.
• Prepare specification book or close out binder for sales team or client.
• Assist in planning and coordinating events at or for AWE.
• Check company voicemail, forward or reply to messages as needed.
• Maintain inventory of office supplies, postage, etc. and anticipate and order additional supplies as needed.
• Oversee any necessary repairs or updates regarding I.T./phone issues, computer, coordinating with appropriate outside the firm.
• Check mail, mark with date stamp, and distribute.
• Prepare and process checks for deposit.
• Attending weekly AWE marketing meetings and providing any client service updates to team.
• Resolve billing problems by identifying the error, coordinating with accounting, and following up with required corrected information.
• Maintaining and confirming status of product shipment by project, adding updates for internal tracking and in project management files.
• Confirming specifications, price, and any additional modifying or necessary information.
• Send weekly project updates to each client on the status of their orders, noting ship dates or other pertinent information.
• Review receiving paperwork for product delivered to warehouse, addressing any freight issues/damage/etc. if needed, and updating the client on project status.
• Schedule installations and prepare installation paperwork once product is received.
• If needed, follow up with vendors on punch list items and update client of solution.
• If needed, issue service work orders to the warehouse and coordinate repairs with the client.
• File vendor information/brochures in binders in library.
• General filing and office organization.
• Contribute to team effort by completing other work-related tasks as needed.
Qualifications
Organized, strong verbal and written communication, likes managing processes, good at multi-tasking, customer service-focused, effective problem-solving abilities, thoroughness, sound time management, scheduling and meeting planning experience, high attention to detail, dependability, good at maintaining vendor relationships, general math skills, Microsoft Office proficient, must have reliable transportation.
