Job Summary
Transene Company, Inc. is seeking a detail-oriented, highly organized Customer Service Administrator. This specialized role is primarily responsible for accurately processing customer orders while providing excellent customer service through phone, email, and other communication channels. The ideal candidate will manage high-volume order entry, monitor a designated sales inbox, assist customers with inquiries, ensure compliance with complex regulatory requirements, and support a variety of administrative responsibilities. Success in this position requires exceptional attention to detail, strong organizational skills, and the flexibility to adapt to changing business needs. This position is ideal for someone who enjoys working with detailed information, takes pride in accuracy, and thrives in a fast-paced, team-oriented environment.
Core Responsibilities
1. Customer Service & Order Entry
- Perform accurate and timely order entry by processing customer purchase orders received through email, the company website, customer portals, telephone, and internal sales members.
- Work collaboratively within a small team and across departments to process and verify every customer order accurately and efficiently while meeting internal fulfillment objectives.
- Monitor a designated sales inbox and respond to customer inquiries in a professional and timely manner.
- Answer incoming phone calls and assist customers with orders, pricing, documentation, product information, and general inquiries.
- Maintain pricing and product data integrity by organizing and managing standard and customer-specific part numbers and pricing within the ERP system.
- Communicate with customers regarding order discrepancies, price adjustments, document requests, shipping updates, and other order-related matters.
- Verify that all processed customer orders have been successfully printed and released for fulfillment.
2. Invoicing
- Serve as the company's primary invoice administrator by generating, reviewing, and distributing customer invoices for multiple company locations while ensuring accuracy and timeliness.
- Log and monitor overdue invoices and prevent overdue customers from placing additional orders until overdue invoices have been paid.
3. Administrative Responsibilities
- Assist with general administrative responsibilities, including document filing, record retention, and other departmental support activities.
- Support continuous improvement of internal administrative processes and maintain organized customer records.
4. DEA & DOJ Regulatory Compliance
- Identify customer orders subject to DEA, DOJ, and other applicable regulatory requirements and process them in accordance with all applicable laws, regulations, and company procedures.
- Maintain, organize, and retain company licenses, customer registrations, compliance records, and supporting documentation in accordance with federal regulatory requirements.
- Monitor regulated shipments through final delivery and promptly address any issues requiring regulatory follow-up.
Position Requirements
- Education & Experience: Minimum of two years of customer service, order entry, administrative, or inside sales support experience in a professional business environment. Experience in a manufacturing or distribution environment is preferred but not required.
- Technical Aptitude: Ability to accurately navigate complex product catalogs, customer-specific part numbers, technical product information, and detailed customer requirements.
- Attention to Detail: Exceptional accuracy with the ability to identify discrepancies and maintain data integrity in a fast-paced environment.
- Software Skills: Proficiency with ERP systems, Microsoft Excel, Microsoft Word, and other standard business applications. QuickBooks experience is strongly preferred.
- Organization & Time Management: Strong organizational skills with the ability to prioritize multiple responsibilities while consistently meeting deadlines.
- Communication Skills: Excellent verbal and written communication skills with the ability to interact professionally with customers and internal team members.
- Adaptability: Ability to quickly adjust to changing priorities, evolving business needs, and new processes.
Pay: $24.00 - $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- customer service/admin: 2 years (Required)
Ability to Commute:
- Danvers, MA 01923 (Required)
Work Location: In person
