Customer Service Coordinator

**Position Overview**: The Customer Service Coordinator is responsible for entering purchase orders, working with vendors, processing customer orders, coordinating international import and export shipments. This role also is responsible for performing general clerical _duties _to include but not limited to: creating reports, record keeping, data entry, filing, coordinating with suppliers and the ability to work with mínimal supervision.
- Coordinate and execute Purchase Orders including full tracking up to delivery on site
- Accurate processing of orders
- Able to research information related to orders quickly and accurately.
- Provides tracking information to customers where/when required
- Expedites rush orders if possible / provides shipping options to customers if rush delivery is required.
- Research and complete formal requests for quotes (RFQ's) in a timely manner.
- Provides quotes to customer within 24 hours where possible.
- Requests pricing from 3rd party where necessary (knows who to reach out to in order to efficiently process and submit RFQ
- Project Site related purchasing/tracking costs
- Procures material for project sites as required.
- Able to find material online and request quotes from vendors. Requests approvals from project managers for PO’s.
- Able to source equipment as per PM requests in timely manner.
- Provides general support to other operational areas such as AR, AP, and Controlling
- Receives truck invoices
- Invoices customers
- Supports accounting department
- Provides shipping documents to our cross dock warehouse where required
- Arranges pick-ups from onsite warehouse (Show Room)
- Provides back up documentation to accounting for prepaid shipments.
- Maintaining filing system
- Files paperwork accurately and as soon as processed
- Supports outside sales team by assisting with quotes and providing product information. Addressing any issues related to sales orders and deliveries.
- Creates and submits quotes as per outside sales rep. requests.
- Provides product information, pricing, lead times.
- Addresses any issues that may arise with order deliveries
- Keeps inventory of onsite warehouse accurate
- Arranges for shipments of sample product
- Forwards leads to the appropriate outside sales rep (based on the sales territory)- Conducts himself professionally
- Can process orders/quotes in timely manner
- Provides accurate information quickly.
- Coordinates export and import planning in North America and Europe.
- Requests quotes for shipments for NA and Europe
- Books pick ups of material
- Prepares and provides necessary customs documentation
- Confirms airfreight and sea vessel dates from parent company in Germany.
- Tracks overseas shipments and deliveries
- Updates scheduled and provides updates to all the stakeholders.
- Coordinates movement of overland freight to Schaefer project sites.
- Provides delivery information (addresses, contacts, etc.)
- Tracks movement to avoid unnecessary charges for demurrage/storage/pre-pulling of containers.
- Comes up with the most cost effective solution where charges are unavoidable.
- Communicates with shipping line and trucking company to ensure smooth and on time delivery/pickup
- Schedules shipments by communicating with Schaefer customers and internal Schaefer departments.
- Provides updates to site managers and PMs. Keeps shipping schedule up to date.
- Updates shipping schedule daily
- Confirms containers are on track
- Prepares or is familiar with shipping documents of all types including, bills of lading, packing lists, manifests, and letters of instruction, invoices and customs documents.
- Ensures all the paperwork has been provided by the exporter (requests when missing)
- Is able to manage any errors due to missing information or other communication errors.
- Checks import documents for accuracy to avoid delays.
- Provides customs paperwork to customs broker for processing.
- Works with suppliers and service vendors to resolve invoice and document discrepancies.
- Contacts vendors and provides back up documentation for invoice discrepancies.
- Negotiates freight rates with common carriers, schedules general pick-ups and deliveries.
- Recommends improvement modifications to existing processes and programs.
- Supports LS/CS department via spare parts processing and tracking deliveries.
- Prepares quotes
- Provides updates
- Processes orders
- Maintain positive and professional staff and client relationships; welcome and greet clients and office guests
- Support office staff and executives with general operational tasks
- Purchasing supplies, tools, equipment, etc. Order and re-stock as needed
- Plan and schedule meetings, presentations, and other office-related events; send reminders regarding upcoming appointments
- Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
- Performing data entry and maintaining accurate files and records
- Monitor and maintain office equi