Customer Service Specialist

Job Summary

The Customer Service Specialist serves as a primary point of contact for Orgill customers, sales representatives, vendors, and Distribution Centers, ensuring timely, accurate, and professional support. This position is responsible for resolving customer inquiries, managing order-related concerns, and coordinating with internal departments to deliver effective solutions. The specialist exercises independent judgment in researching issues, determining appropriate resolutions, and escalating complex matters as needed to maintain customer satisfaction and uphold Orgill’s commitment to service excellence.

Essential Duties and Responsibilities

• Customer Relationship Management: Serve as a primary point of contact for customer inquiries received by phone, email, and other communication channels, providing timely, accurate, and professional responses that support positive customer relationships.

• Problem Resolution: Investigate and resolve customer concerns involving orders, products, pricing, shipping, returns, and related service issues by evaluating available information, determining appropriate solutions, and escalating issues when necessary.

• Order Management: Process and monitor customer orders, research order discrepancies, track shipments, and communicate order status updates, delays, or changes to ensure accurate and timely information.

• Product and Service Knowledge: Maintain a thorough understanding of Orgill’s product offerings, services, policies, and procedures to provide reliable information and assist customers with product-related questions.

• Customer Documentation: Maintain accurate and complete records of customer interactions, inquiries, transactions, and resolutions within Salesforce or other designated systems to support follow-up, accountability, and service continuity.

• Cross-Functional Coordination: Collaborate with Sales, Distribution Centers, vendors, and other internal departments to investigate concerns, coordinate solutions, and facilitate timely resolution of customer issues.

• Service Judgment and Escalation: Evaluate customer needs, prioritize competing requests, determine appropriate next steps within established guidelines, and escalate complex or sensitive matters to the appropriate personnel.

• Service Quality and Continuous Improvement: Identify recurring customer concerns, order-processing issues, and opportunities to improve service efficiency, accuracy, and the overall customer experience.

Other Essential Duties and Responsibilities

• Provide timely follow-up on outstanding customer inquiries and open issues to ensure appropriate resolution and customer communication.

• Support the accurate processing of returns, credits, adjustments, and other customer transactions in accordance with established policies and procedures.

• Maintain confidentiality and handle customer, order, and business information responsibly.

• Meet established customer service standards for responsiveness, accuracy, productivity, and quality.

• Participate in training and ongoing development to maintain knowledge of company systems, products, policies, and service procedures.

• Perform other related duties as assigned to support the Customer Service Department and Orgill’s business objectives.

Success Factors: Knowledge, Skills, and Abilities

• Customer Service: Strong commitment to customer satisfaction, relationship building, and professional service delivery.

• Communication: Excellent verbal and written communication skills, including the ability to explain information clearly, listen effectively, and communicate professionally with customers and internal stakeholders.

• Problem-Solving: Strong analytical and troubleshooting skills, with the ability to research issues, evaluate options, exercise sound judgment, and recommend or implement appropriate solutions.

• Conflict Resolution: Ability to manage difficult customer interactions professionally, address concerns constructively, and maintain a customer-focused approach.

• Organization and Time Management: Ability to prioritize multiple requests, manage competing deadlines, and maintain accuracy in a fast-paced environment.

• Technical Proficiency: Working knowledge of Microsoft Office applications, including Word and Excel, Google Workspace, Salesforce CRM, and other customer service or order-management systems.

• Attention to Detail: Ability to maintain accurate records, identify discrepancies, and ensure information is entered and communicated correctly.

• Collaboration: Ability to work effectively with customers, sales representatives, vendors, Distribution Centers, and other internal teams.

• Adaptability: Willingness to learn new systems, products, procedures, and processes while responding effectively to changing business and customer needs.

• Product and Business Knowledge: Ability to develop and maintain knowledge of Orgill’s products, services, order processes, and customer service policies.

Education Required

• High school diploma or equivalent: Required.

• Associate’s degree: Preferred, but not required.

• Bachelor’s degree: Not required.

• Professional license, certification, or specialized training: Not required; relevant training or certifications may be beneficial.

Experience Required

• Two to three years of customer service or related experience required, preferably in wholesale distribution, supply chain, order management, or a similar business-to-business environment.

• Experience researching and resolving customer concerns, managing orders, and coordinating with multiple departments is preferred.

• Experience using CRM software, Microsoft Office applications, and customer service or order-management systems is preferred.