Customer Service and Administrative Assistant

Position: Customer Service and Administrative Specialist

Reports to: Administrative Manager/Controller

Position Description:

The Customer Service and Administrative Specialist is responsible to take care of all the customer related cycle activities: Customer service, receive and take orders from customers, create and communicate sales orders with the warehouse, billing, send invoices and statements to customers and receive checks and make bank deposits (from the office using the check scanner machine). Other duties include; but are not limited to, responsible for accounts receivable, maintain updated customer information in the accounting software and CRM, filing of resale certificates and customers’ new profile documentation, preparation of daily sales reports, among other activities. Additionally, the Customer Service and Administrative Specialist will serve as a team member of the Finance and Administration department, providing continued support, contributions and solutions that aid towards innovative improvement of productivity and concepts for the Company evolution.


· Uphold company image as the first point of contact in person and over the phone.

· Field and bound calls and direct to the appropriate person/department.

· Receive and take orders from customers (internal and external) via phone or e-mail.

· Maintain customers informed of order status, adjustments, and estimated delivery time.

· Resolve customer inquiries.

· Ensure proper daily deliverance of invoices and statements to customers.

· Maintain updated customer information in accounting software and CRM.

· Receive and deposit checks.

· Run credit card payments in the banking system.

· Adhere to all company standards throughout the customer service process.

· Keep email inboxes and folders clean and maintained.

· Keep all digital and paper files sorted and updated.

· Upkeep daily and monthly reports.

· Responsible for maintaining 95% of Accounts Receivables within a 30-day threshold by developing relationships with customers.

· Responsible for the purchasing of office supplies, including maintaining break room properly stocked.


· College attendance (Minimum 2-year degree).

· Bilingual English and Spanish (Preferred not required).

· Clear communication skills (Written and verbal).

· Superior customer service mindset with administrative skillset.

· Detail oriented.

· Willing to take initiative.

· Intermediate Level of MS Office.

· Sensitivity to confidential matters as needed.

· Time conscientious.

· Sage 50 Accounting Software Experience (Preferred not required).

Challenges and Projection:

· The Customer Service and Administrative Specialist need to maintain positive and professional working relationship with customers (external and internal) to ensure successful daily operation.

· Time Management: Need to follow an established workflow and set processes to meet daily activities such as reporting, administrative and customer service.

· Professional imaging and punctuality.

· Detail Oriented: Ensure 100% accuracy in filling customer orders; in addition, ensure billing is registered to the proper GL accounts.

· This position has great opportunities of growth within the Company.


· Salary: $34k to $38k/yr. DOE.

· Bonus compensation program after 1st year of employment.

· Health, vision, and dental insurance.

· PTO based on company’s handbook.

Job Type: Full-time

Pay: $36,000.00 - $38,000.00 per year


  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance


  • 8 hour shift
  • Day shift
  • Monday to Friday

Supplemental Pay:

  • Bonus pay


  • Associate (Required)


  • Microsoft Office: 3 years (Preferred)
  • Customer Service: 3 years (Preferred)

Work Location:

  • One location

Work Remotely:

  • No
Salary Range
$19,000.00 - 31,000.00
per Year
Salary range estimated by
Dallas, TX 75238, US
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