Customer Service & Order Specialist

Customer Service & Order Specialist

KR Automation, Inc. is seeking a highly organized, dependable, and detail-oriented Customer Service & Order Specialist to support daily business operations, customer communications, and administrative functions. This position will serve as a central point of contact for incoming customer inquiries while assisting the sales team, repair department, and management with day-to-day responsibilities. The ideal candidate will possess excellent communication skills, strong organizational abilities, and the initiative to independently manage multiple tasks and follow through to completion.

Essential Duties & Responsibilities

• Monitor and manage the company's shared sales email inbox, ensuring incoming messages are responded to, assigned, or directed to the appropriate personnel in a timely manner.
• Answer incoming phone calls professionally, assist customers with general inquiries, and direct calls to the appropriate department or employee.
• Monitor and respond to customer inquiries submitted through the company website.
• Identify prospective customers and direct new sales opportunities to the designated Sales Representative.
• Maintain accurate records of customer communications and ensure outstanding inquiries receive appropriate follow-up.
• Process customer purchase orders and prepare accurate and detailed quotes/sales orders/invoices, following established company procedures, and ensuring all pricing, product specifications, availability, and other relevant information are verified prior to submission.
• Follow up with customers regarding outstanding sales quotes, obtaining updates and communicating customer responses to the sales team.
• Assist customers with locating and sourcing industrial automation parts, including researching availability, obtaining pricing, and coordinating purchases through approved suppliers.
• Monitor outstanding customer requests and follow through to ensure timely resolution.
• Assist the sales team and management with miscellaneous tasks as needed.
• Assist in monitoring and tracking customer repair orders.
• Coordinate with repair technicians and management to obtain repair status updates.
• Communicate repair progress, estimated completion dates, and other relevant information to customers as needed.
• Conduct weekly inventory checks of office, warehouse, shipping, and general operational supplies and maintain appropriate supply levels by preparing and placing orders with approved vendors.
• Monitor supply usage and identify opportunities to reduce unnecessary purchasing or expenses.
• Prepare and distribute monthly customer account statements.
• Provide customers and vendors with requested business documentation, including W-9 forms, tax exemption certificates, and other standard company documents.
• Maintain organized electronic records and assist with general documentation and filing.
• Perform additional administrative and operational duties as assigned by management.

Qualifications & Requirements

• Previous experience in office administration, customer service, sales support, or a similar position preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Proficiency with computers, email, Microsoft Office, and general business software.
• Ability to learn inventory management, accounting, and customer relationship management systems.
• Strong attention to detail and accuracy when handling customer orders, documentation, and communications.
• Ability to work independently, take initiative, and follow tasks through to completion.
• Professional, courteous, and customer-focused attitude.
• Ability to maintain confidentiality regarding customer information, pricing, business operations, and company records.
• Familiarity with industrial automation equipment or electrical components is beneficial but not required.

Preferred Skills & Characteristics

• Self-Motivated: Recognizes tasks that need attention and takes appropriate action without constant supervision.
• Organized: Effectively manages emails, follow-ups, purchasing responsibilities, and administrative deadlines.
• Detail-Oriented: Maintains accuracy when processing information, coordinating orders, and tracking customer requests.
• Dependable: Consistently completes assigned tasks and follows through on outstanding matters.
• Adaptable: Comfortably transitions between customer service, sales support, purchasing, and administrative duties.
• Team-Oriented: Communicates effectively with coworkers and supports multiple departments as needed.
• Problem-Solver: Demonstrates resourcefulness and sound judgment when addressing routine customer or operational issues.

Performance Expectations

• Maintain timely, professional, and accurate communication with customers and vendors.
• Ensure incoming inquiries are properly addressed, assigned, or escalated without unnecessary delays.
• Consistently follow up on outstanding quotes, orders, customer requests, and repair-related matters.
• Maintain adequate operational supplies while adhering to established purchasing procedures.
• Keep accurate and organized records of assigned responsibilities.
• Demonstrate initiative, accountability, and effective time management.
• Support management by independently handling assigned recurring administrative and operational duties.

Starting Pay: $17.00+ per hour, depending on experience Excellent benefits available following introductory period.

Ponca City Development Authority