Customer Service Order Specialist

Job Description

Job Description

About Your Leaderboard

Your Leaderboard is a golf company that designs and handcrafts custom awards in America: perpetual trophies, hole-in-one awards, premium leaderboards and player gifts. Our customers are golf professionals at private golf clubs, who order for member events, tournaments and special moments. We are not a reseller. Every piece is custom, so names, spelling, dates and timing matter. We are a small business, and many of our processes are still manual, so you will help make them more consistent.

About the Role

We are hiring a Customer Service / Order Entry Specialist to own post-sale order processing and client communication. Sales will forward all non-sales client emails to you, so you become the main contact for re-orders, repeat designs, order status and shipping questions. You will keep every order moving accurately from entry through approval, production, shipment and invoicing.

Every order follows the same path, and you own each step after the sale:

1. A club golf pro sends a re-order, repeat design or single TAG request, and Sales forwards it to you.

2. You enter the order in the CRM and confirm the details with the customer.

3. You route the design proof between the customer and our design team until it is approved.

4. The approved order goes to production, and you track its progress.

5. The order ships, and you confirm the ship date with the customer.

6. You invoice within 48 hours of shipping and follow up on any late payments.

Key Responsibilities

Order processing

• Process all re-orders and all repeat HIO (hole-in-one) designs and orders, matching each to the design, wording and finish on file.

• Handle all single TAG requests, including HIO TAGs and Perpetual TAGs.

• Create each order in the CRM and manage it through every workflow stage until it ships.

• Check each order for complete details (names, dates, spelling, quantities, ship-to address) before it goes to design, since every piece is custom.

• Manage design proofs and approvals between the customer, the design team and production, and record each approval in the CRM.

• Create invoices and payments in QuickBooks within 48 hours of shipping.

Production and shipping coordination

• Check with production on the status and expected ship date of open orders.

• Tell the customer and Sales early when an order is delayed or an issue comes up.

• Confirm to the customer when an order has shipped.

• Suggest and document improvements to manual steps, such as checklists, templates and standard email replies.

Customer service

• Be the main contact for post-sale emails from golf pros about ship dates, order status and orders in the system.

• Respond promptly to the post-sale requests that Sales forwards to you.

• Keep a professional, helpful tone suited to golf professionals at private clubs.

• Pass sales-related questions back to the Sales team.

Additional Responsibilities

• Clean up CRM contacts on an ongoing basis: remove bad information and update professional details from websites.

• Support special projects, such as compiling all PGM programs with contact information for directors and tournaments.

• Follow up with customers on delayed collections.

• Document order processes as you learn them, so the team can work from consistent steps.

Requirements

• Some post-high-school education.

• At least 5 years of experience in order processing and customer service.

• Working knowledge of QuickBooks and experience with Monday CRM (or similar application).

• Computer literacy in Google Workspace (Gmail, Docs, Sheets and Drive).

• Strong attention to detail, especially with custom orders.

• Clear, professional written communication.

• Ability to work independently and keep orders on track in a small business with manual processes.

• Familiarity with golf or the golf industry is a plus.

Company Description

At Your Leaderboard, we are not resellers or mass-production distributors—we are a American golf company dedicated to the art of custom hand-craftsmanship.

Company Description

At Your Leaderboard, we are not resellers or mass-production distributors—we are a American golf company dedicated to the art of custom hand-craftsmanship.