Customer Service & Operations Specialist

We are seeking a detail-oriented and proactive Customer Service & Operations Specialist to join our team. This dual-purpose role is the engine of our daily workflow, ensuring that our customers receive their orders on time and our financial records remain precise. You will be responsible for the entire life cycle of an order—from the ---------- nt it’s placed to the ---------- nt the final payment is reconciled.


Core Responsibilities:

Order Fulfillment and Shipping

• Label Creation: Manually create and print shipping labels accurately using carrier platforms (UPS, FedEx, USPS, etc.).
• Order Processing: Manage daily incoming orders, ensuring precise picking, packing, and dispatch coordination.
• Logistics Tracking: Monitor outbound shipments from dispatch to final delivery; maintain organized records of tracking numbers and manifests.
• Problem Solving: Act as the primary point of contact for carriers to resolve delays, lost shipments, or claims.
• Internal Synergy: Coordinate with Sales and Inventory teams to ensure all orders are shipment-ready and complete.

Invoicing and Billing

• Revenue Management: Generate and issue invoices immediately upon shipment confirmation based on sales orders and contracts.
• A/R Management: Monitor accounts receivable aging and proactively follow up on overdue accounts via phone and email.
• Reconciliation: Apply customer payments and reconcile transactions within the accounting system to maintain up-to-date account logs.

Reporting and Process Improvement

• Performance Metrics: Submit weekly reports on A/R status, invoice volume, and shipment summaries.
• Administrative Support: Assist in month-end close activities and provide necessary documentation for audits.
• Optimization: Identify bottlenecks in the shipping or billing workflows and recommend efficiency improvements.

Qualifications

• Education: Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, Accounting or a related field.
• Professional Experience: 5+ years of proven experience in logistics, order fulfillment, or a specialized role combining operations and billing
• Technical Skills: Proficiency in shipping software and basic accounting/ERP software.
• Attention to Detail: High level of accuracy in data entry; a "measure twice, cut once" mentality.
• Communication: Strong professional verbal and written communication skills.
• Organization: Ability to manage multiple priorities in a fast-paced environment without letting tasks fall through the cracks.
• Problem-Solving: A proactive approach to resolving shipping discrepancies and billing disputes.

Schedule & Requirements

• Working Hours: 8:00 AM CST – 5:00 PM CST (Monday – Friday)
• Availability: Must be able to maintain consistent attendance during these core business hours to ensure daily shipping deadlines are met.