CSR - Customer Service Representative- covering MAT Leave

Position: Administrative Assistant / Customer Service Rep / Sales Order Coordinator Employment Type : Full-time, covering MAT Leave Working Hours: Monday to Friday, 8:00 AM – 4:30 PM Work Location : In person Position Overview We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant / Customer Service Representative to support our sales, order processing, logistics, and general office operations. The successful candidate will be responsible for managing customer orders from receipt through delivery, maintaining accurate records in the ERP system, coordinating shipments, preparing quotations and invoices, and providing excellent customer service. This role requires strong communication, multitasking, organizational, and administrative skills. Key Responsibilities 1. Customer Service and Sales Support Answer incoming telephone calls and greet visitors professionally. Receive and process customer orders. Respond to customer inquiries and direct unresolved or complex matters to the Sales Manager when necessary. Provide timely updates to customers regarding order status. Prepare quotations and arrange for product samples and catalogues to be sent by mail or courier. Collect and complete New Vendor Forms with all relevant customer information. Assist with the preparation of marketing materials for trade shows and other company events. Arrange cheque pickups from customers. 2. Sales Order Processing and ERP Management Update and maintain the daily Sales Order Log. Enter customer orders into the ERP system and send order confirmations. Create and update product pricing in the ERP system based on information provided by the Sales Manager. Enter customer-specific product codes into customer profiles in the ERP system. Set up new customer accounts in the ERP system and EDC. Prepare and send customer invoices on the same day products depart the warehouse. Coordinate with the Operations Manager to confirm inventory availability. Take full responsibility for monitoring and following up on customer orders through completion. 3. Shipping and Logistics Coordination Contact freight forwarders to obtain competitive shipping quotations for customers. Arrange and dispatch shipments. Communicate with carriers to monitor shipment progress and freight movements. Notify the sales team of shipment changes or modifications and provide updates to customers. Work with carriers to resolve shipping issues and escalate problems when necessary. Assist in obtaining Proof of Delivery (POD) documents from carriers. 4. Administrative and Office Support Prepare reports using Microsoft Excel, Word, and other office applications. Maintain an organized filing and record-keeping system. Order and maintain office supplies. Book airline tickets and hotel accommodations. Maintain the office and boardroom in a clean and organized condition for meetings. Collect and sort incoming mail. Perform general administrative duties and provide additional office support as required. 5. Accounting and Credit Administration Prepare and process customer invoices. Run credit reference checks for new customers. Follow up on outstanding customer payments and collections. Assist with customer account administration and related documentation. Qualifications and Experience Minimum of one year of administrative assistant experience preferred. Minimum of one year of Customer Service Representative (CSR) experience preferred. At least one year of Microsoft Excel experience. At least one year of QuickBooks experience. Strong computer skills and familiarity with Microsoft Office applications. Experience with ERP systems is an asset. Excellent verbal and written communication skills. Strong organizational, time-management, and multitasking abilities. High attention to detail and accuracy. Ability to work independently and as part of a team. Strong customer service and problem-solving skills. Additional duties may be assigned as required by management.…

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