Distribution Center Customer Service Associate

Operations Support Specialist

This role contributes to the seamless execution of daily operational tasks, ensuring accuracy and efficiency in key processes. The incumbent will be responsible for a variety of administrative and support functions that directly impact the flow of goods, financial reconciliation, and customer interactions, ultimately supporting the company's commitment to providing excellent service and optimizing resource management.

Key Responsibilities:

• Financial Transaction Management: Review and rectify billing discrepancies, process adjustments for inventory receipts, manage local fund transfers and reconciliations, and address payment-related inquiries (e.g., returned payments, credit card disputes).
• Inventory and Order Support: Generate and analyze inventory reports, resolve discrepancies to facilitate timely restocking, and support the processing of special orders.
• Customer Account Management: Respond to customer inquiries regarding account status and order information, distribute account statements, and manage the setup and maintenance of customer rebate programs.
• Logistics and Claims Processing: Facilitate efficient product flow by processing returns and managing claims for damaged goods with carriers.
• Data Management and Reporting: Maintain accurate records for various financial and operational transactions, generate reports on key performance indicators (e.g., past due accounts), and ensure data integrity across relevant systems.
• Process Improvement and Compliance: Follow established procedures and contribute to identifying opportunities for process optimization and adherence to internal guidelines.
• Communication and Collaboration: Interact effectively with internal teams (e.g., warehouse, accounting, sales) and external partners (e.g., suppliers, carriers) to resolve issues and ensure smooth operations.
• System and Information Updates: Process updates to internal systems with new information (e.g., product bulletins, new locations) and manage the distribution of internal communications.
• General Administrative Tasks: Perform general office duties such as mail handling, filing, and other tasks as assigned to support overall team efficiency.

Qualifications:

• High School Diploma or equivalent practical experience.
• Minimum of 2 years of experience in a general office or clerical role.
• At least 1 year of experience with basic bookkeeping principles.
• Experience with integrated enterprise resource planning (ERP) systems (e.g., JD Edwards, PeopleSoft) in areas such as Accounts Payable, General Ledger, Sales Order Entry, or Customer Service is advantageous.
• Demonstrated ability to collaborate effectively within a team environment.
• Strong attention to detail and a commitment to accuracy.
• Proven problem-solving and decision-making skills.
• Excellent telephone and interpersonal communication skills.
• Ability to handle customer inquiries and complaints professionally.
• Clear and articulate verbal communication and active listening skills.
• Self-motivated with the ability to manage tasks independently.
• Legible handwriting and accurate data entry skills.
• Ability to recognize and differentiate alphanumeric characters.
• Professional business etiquette.
• Familiarity with basic internet navigation.
• Proficient in using personal computers and the Windows operating system, including working with various file formats (PDF, XLS, DOC, TXT, JPEG, BMP, GIF, TIF).
• Working knowledge of email applications (e.g., Outlook) and basic spreadsheet software (e.g., Microsoft Excel).
• Basic word processing skills (e.g., Microsoft Word).
• Experience with document management systems is a plus.
• Ability to operate standard office equipment (copier, scanner).
• Physical requirements include prolonged sitting, use of hands for manipulation, reaching, talking, and hearing. May occasionally involve standing, walking, and bending. Specific vision abilities required include close, distance, color, and depth perception, as well as the ability to adjust focus.