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Customer Service Administrative Coordinator
Envision, Inc.
Envision, Inc.
 

 

 


POSITION SUMMARY

Responsible for providing a wide range of administrative support to the Customer Service and Sales Team. Duties include, but are not limited to: customer service order coordination, website portal transaction entry and maintenance, drop ship order processing, creating and distributing reports, expense report reconciliation, data collection/analysis, assisting with marketing campaign promotions (creating call lists, market research, response tracking, etc.), problem resolution and providing customer service to our governmental and commercial customers.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS INCLUDE

  • Coordinate and process online orders placed from various ordering websites (VA, FBOP, KS State Use).
    • Approve and release orders through website processing site
    • Approve new web customer sign-up requests
    • Review and release or manually enter orders into AX system
    • Manually close and add invoice information as needed
  • Manage/Resolve EDI order transactions (Vantage Point)
    • Identify and resolve errors causing order import failures
    • Manage customer item number cross-reference tables in AX
    • Correct incorrect/missing address import errors
    • Resolve unit of issue conversion errors
  • Responsible for processing all drop ship order paperwork, to include:
    • Entering customer orders into AX system
    • Coordinating with vendors on pricing and lead times; issuing PO`s
    • Creating manual shipping documents
    • Processing shipments in AX once the vendor has shipped
  • Responsible for handling transaction entry on web portals for multiple customers/distributors (retrieving order data, providing status updates, pricing updates, etc.)
  • Provide Administrative support to include (but not limited to):
    • Creating and distributing past due order reports
    • Researching potential customer base and creating call lists for marketing campaigns
    • Assist with tracking response rates for marketing campaigns
    • Updating vendor compliance/performance report charts
    • Sourcing products within our vendor network
    • Maintaining RFQ database
    • Generating various departmental reports
    • Expense report reconciliation
    • Assisting with other projects as needed
  • Serve as a floating/back-up Customer Service Representative as needed: processing orders, quoting pricing and availability, and providing status on pending orders, along with ship dates and tracking numbers as needed.
  • Act as a liaison between Customer Service and Warehouse personnel regarding adjustments to sales orders (line/header date fixes, due date issues, splitting lines for partial shipments, etc.).
  • Perform AX database maintenance, as needed (new customer set-ups, pricing updates, salesperson code maintenance, etc.)
  • Assist with Inside Sales Marketing Campaigns by creating contact lists from AX database and other sources.
  • Flexibility to support other initiatives as needed from time to time, to include volunteering to support envision sponsored events.



Qualifications

JOB REQUIREMENTS INCLUDE

Education: High school diploma or GED equivalent required. Some college coursework helpful.

Experience:

  • Minimum of 3 years previous administrative or customer service experience required.

Knowledge/Skills:

  • Advanced typing and computer skills - Microsoft Excel, Word, and Outlook required, Microsoft Dynamics AX 2012 preferred.
  • Must possess good organizational skills, attention to detail and the ability to prioritize multiple tasks.
  • Self-motivated; must have the ability to work independently with periodic consultation/direction
  • Strong analytical, written and verbal communication skills as well as strong presentation skills.
  • Excellent interpersonal skills while interacting with staff, colleagues, and cross-functional teams as well as third parties.

Licenses/Certifications: N/A

SUPERVISORY RESPONSIBILITIES

Total Number of Employees Directly Supervising: 0

Number of Subordinate Supervisors Reporting to Position: 0

VISION REQUIREMENTS INCLUDE (check one)

Can be performed with or without assistive technology:

X Required to perform activities such as: preparing/analyzing data/figures; viewing a computer screen; reading; inspecting small objects for defects; using measuring devices; and/or assembling parts with close eye contact.

___ Required to perform activities such as: operating machinery and/or power tools at or within arms reach; performing non-repetitive tasks such as carpentry work or repairing machinery.

___ Required to review/inspect own assigned work, the work of others, or facilities or structures.

Requires normal (or corrected to normal) vision/acuity:

___ Required to operate motor vehicles and/or heavy equipment such as forklifts.

Envision, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without illegal discrimination because of race, color, sex, age, gender identity, disability, religion, citizenship, national origin, ancestry, military status or veteran status, marital status, sexual orientation, domestic violence victim status, predisposing genetic characteristics and genetic information, and any other status protected by law.

Envision employs and advances in employment individuals with disabilities and veterans, and treats qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

This position description is intended to convey generally the duties of this job. It is not an all-inclusive listing of duties, and it is not a contract, expressed or implied



How to Apply:


 

Envision, Inc.



Envision, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without illegal discrimination because of race, color, sex, age, gender identity, disability, religion, citizenship, national origin, ancestry, military status or veteran status, marital status, sexual orientation, domestic violence victim status, predisposing genetic characteristics and genetic information, and any other status protected by law.

Envision employs and advances in employment individuals with disabilities and veterans, and treats qualified individuals without discrimination on the basis of their physical or mental disability or veteran status.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

This position description is intended to convey generally the duties of this job.  It is not an all-inclusive listing of duties, and it is not a contract, expressed or implied.

 
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