Customer Service Representative Job at Harvard Bioscience in Saint Paul

Harvard Bioscience is looking for a Customer Service Representative who will provide our customers exceptional service by performing the following duties. Customer Service is the interface between the customer and the business. Customer Service represents the face of the factory. The Customer Service representative will work with all internal partners (for example sales, marketing, purchasing, production, tech support, shipping) to ensure smooth sales order processing, order fulfillment, shipping information communication. The Customer Service representative will handle non-technical support customer cases and ensure that they are completed in a timely manner.

Essential Job Functions

Management of orders including but not limited to new product, spares, customer returns for credit.

The company's order processing goal is less than 24 hours to turn around from order receipt to acknowledgement. Specific tasks include:

• Processes POs from any source (phone, email, post, efax, sales, salesforce.com) with accuracy, completeness and adherence to policies and procedures.
• Responsible for purchase order accuracy via review against ERP system, quote or other reference.
• Closes the loop with the customer via order acknowledgements.
• By monitoring shipment dates against acknowledgement date, the Customer Service representative will provide updates to the customer as necessary (including resetting order dates when needed).

Customer Communication Harvard Bioscience has a goal is that all customers will hear back within 24 hours (during business days).

• Provides proactive customer communication for product related and any other customer inquiries.
• Handles the first level of inquiries from the customer, as sales related help desk. Escalates to customer service management, sales or tech support as required.
• Processes follow-up requests from any source such as CRM or email regarding past due orders, provides shipping tracking #s, invoice copies, order status.
• If order status is not immediately available, works with internal partners (production or procurement) to get best new date to customer and sales team.
• Responsible for owning, maintaining and closing CRM cases/orders (excluding technical support or sales opportunities). Goal for closing a case is less than three business days.

Master Data Maintenance:

• Facilitates setting up new customers with finance with a goal to set up new customers in ERP within 48 hours of purchase order receipt.
• Monitors deliveries, order-related down payment, and customer credit holds, escalating to the appropriate internal stakeholders to resolve. May support Accounts Receivable in communication regarding customer overdue payments.

Returns:

• Customer Service representatives process customer RMAs for return. The goal is to acknowledge the customer with an RMA number within 48 hours of request.
• Monitor RMA cases to ensure returns are meeting commitment to customer.
• Customer Service hands off customer complaints to Tech Support within 24 hours.

Quoting support to sales: customer service is a consultant to sales for quoting.

• Provides guidance to the salesperson on how to structure the quote so it get processed correctly (legal entity to whom purchase order is being issued, handling incoterms, delivery terms and payment terms, including use of the company's appropriate brand template/header.)

Logistics:

• Interfaces with internal departments to manage pricing, availability and logistics of orders and repairs, and drive teams to optimize on-time deliveries.
• Reviews results from backlog and operations reviews for existing orders.
• Communicate with shipping about schedules, consolidated shipments, and material availability with shipping department, specifying customer preferred freight forwarders/carriers as needed.

skills and abilities required

• Excellent computer skills; proficiency in MS Office including Word, Excel, Powerpoint and Outlook.
• Exceptional verbal and written communication skills.
• Ability to multi-task and pay attention to detail.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.
• Experience with ERP or CRM systems; experience with Salesforce a plus

English mandatory; any other language skills a plus