Customer Service Representative (Order Processing Specialist)

Order Processing SpecialistVie-Del is a major producer of concentrates from grapes and other fruits, brandy, spirits, and wines. We are currently seeking talented candidates to join the Vie-Del Family. We offer a competitive salary and excellent benefits package in an employee-friendly and rewarding environment.The Order Processing Specialist under limited supervision from the Lead Customer Service Manager will plan, organize, and direct the activities required to receive, schedule, coordinate, and process customer orders for products via phone, email, or direct contact by performing the following duties:Cover Customer Service Department phone lines to write phone orders, answer customer inquiries, record complaints and sell additional products that may meet customers' needsEdit orders received by fax, mail or email for product name, price, nomenclature, terms, conditions and link to any agreement with any existing contracts. Compared to previous orders shipped to that particular customerInput order onto the Telephone Order Pad and enter data into the computerSubmit shipping instructions, release empty rail cars and file claims with the railroad onlineKeep appropriate personnel, including the company President, advised of customer orders, complaints, product requests and other relevant information, via computer reports, memos and verbal contact, when necessaryKeep customer advised of shipping date, anticipated delays, and any additional information needed by customerPlan and direct the activity involved in the movement of inbound and outbound freightNegotiate and receive freight quotes and ensure timely delivery and receipt of goodsApprove incoming freight bills and all UPS and Fed-Ex charges for customers and/or employeesReview account receivable and customer payment history to: ensure product is not shipped to customers with overdue accounts, without company President's approval, verify that payment terms offered to customer remain appropriate, contact past due accounts for payment status, deduct incoming payments on weekly Accounts Receivable reportConfer with production, sales, shipping, warehousing, or common carrier personnel to schedule and expedite shipments or trace missing or delayed shipments, including recommending type of packaging or labeling needed for order, follow up on orders to ensure delivery by specified dates, process all necessary documentation for export shipments, ensuring a smooth flow of goods through customsPrepare sales invoice computing price and shipping charge, prepare additional forms required by customer, such as Certificates of Analysis (COA) or Country of Origin and email all required documentation to customerReceive and research customer complaintsPrepare shipping orders, bills of lading, etc. and route order to shipping department. Prepare Export papers & email to customers, Customs and carrierPrepare sample request and forwards to lab for shipping. Contact customer for sample approval. Notify Quality Control, Shipping and Production Departments when approvedMaintain files of order documentation, invoices, freight rates, correspondence, etc.Compile statistics and prepare various reports as directed by managementVerify carrier has current Certificates of Insurance on record naming Vie-Del Company as additional insuredPerform all other duties associated with Customer ServiceLog shipments off customer contractsPrepare daily and weekly inventory, daily shipping schedulesAdditional duties include performing other duties which may be assigned by the President. The company reserves the right at any time, with or without notice, to change this job description, reassign or transfer the employee to another position, or alter or assign additional job responsibilities.Qualifications to perform this job successfully include excellent verbal and written communication skills, as well as excellent organizational skills. Ability to type and enter on a personal computer, 10-key by touch.

Experience with Windows, Microsoft Word, and Excel is preferred.

Education and experience include a High School diploma or GED. AA Degree or equivalent preferred and/or two years related experience. Proficiency using Microsoft Word, Excel, and other computer applications is desirable. English language skills include the ability to read, and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees of an organization. Ability to effectively present information, both verbally and in writing. Mathematical skills include the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra and geometry. Reasoning ability includes the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions. Other requirements include intermediate or higher level of experience with word processing and spreadsheet applications. Intermediate or higher level of experience with Internet search engines. Typing speed of 40 words per minute or more and ten-key by touch.