Customer Service Specialist (Eagan, MN/On-site)

The Customer Service Specialist plays a vital role in ensuring a seamless experience for our customers, members, and internal staff. This position is responsible for managing customer inquiries, supporting membership services, coordinating event registrations, and handling administrative and office operations. By providing excellent customer service, maintaining office efficiency, and supporting billing and sales processes, this role directly contributes to the organization’s success and smooth day-to-day operations. The ideal candidate will enhance customer satisfaction, improve internal workflow, and support staff and event coordination, ultimately fostering a well-organized and customer-friendly environment.

Essential?Job?Duties?(job?duties?that?are?necessary?to?the?position)

Customer Communication and Support –

• Contributes to, coordinates, and leads effective and efficient internal and external communication.
• Answer and manage the main telephone line and respond to inquiries via the info@ and conferenceinfo@ email addresses.
• Assist with membership seat management and membership renewals (individual and district/building).
• Support event registration for courses, workshops, and conferences, assisting both individual and district accounts via the courses@ email.
• Handle district account setup, ensuring smooth onboarding for new accounts.
• Manage customer service for Learning Library access and service member account dashboards (including account merges, password resets, and username support).
• Provide support for course credit inquiries and questions.
• Support USMRC staff event registration.

Office and Facility Management

• Manage building service contracts including annual renewal
• Coordinate printer supplies and service to ensure smooth office operations.
• Oversee front and sidewalk maintenance year-round.
• Order Eagan cleaning supplies and Eagan office supplies to maintain a well-stocked office.
• Manage and perform daily office maintenance in the Eagan office, including refilling bathroom supplies, managing shades, operating the dishwasher, and handling garbage disposal.
• Manage onsite events and office team celebrations by planning, organizing, and preparing for staff events in the Eagan office.
• Adheres to OSHA regulations

Sales & Billing Support

• Edit sales orders in partially fulfilled and pending fulfillment status for sales function.
• Manage receiving customer POs and attach them to sales orders. Create sales orders from purchase orders (POs).
• Process monthly billing by invoicing year-long and complex orders and consulting contracts.
• Generate quotes and orders in the admin cart and email them to clients on behalf of the sales team.
• Handle district vendor setup needs for seamless business transactions.

Event & Special Projects Coordination

• Provide excellent customer service and assist individuals as they register for events.
• Provide excellent customer service, assist districts and monitor the registration process as districts provide a roster or register participants for events.
• Manage, monitor, and track event participant numbers and communicate internally.

Other duties as assigned.

• Bachelor’s Degree or 7 of administrative or customer service experience.
• Prior experience in an administrative office position or educational setting.
• Proven experience in creating, evaluating, and implementing team building and relationships.
• Proficiency in computer programs to include Micro365, email, internet, financial systems (Quickbooks) and general office equipment.
• Proven skills with attention to detail, high-level of accuracy & organization
• Outstanding oral and written communication, and strong proofing skills
• Ability to develop & create processes
• Experience in leading, planning & managing projects; able to meet deadlines
• Experience leading & working in a team environment and building relationships
• Experience working with office equipment & technology
• Ability to prioritize and able to seamlessly switch between multiple projects
• Remains calm under pressure & can meet deadlines
• Works independently
• Ability to perform keyboard functions for extended hours.
• Must be able to operate in a general office environment.
• May require occasional nights or weekends to meet deadlines
• Full-time In-office at Eagan location (Office open 8-5 p.m.)