Back Office Staff

Job Profile: Back Office Staff - Customer Service Position Summary: As a Back Office Staff member in our Customer Service department, you will play a vital role in providing efficient and reliable support to our customers. You will be responsible for handling various administrative tasks, ensuring accurate and timely processing of customer requests, and maintaining effective communication channels between the front-office and back-office teams. This position requires strong organizational skills, attention to detail, and the ability to work collaboratively in a fast-paced environment. Key Responsibilities: 1. Administrative Support: Assist in processing customer inquiries, orders, and requests accurately and efficiently. Maintain customer records, updated databases, and ensure data integrity. Prepare and distribute necessary documentation and reports. Manage incoming and outgoing correspondence, including emails, letters, and faxes. 2. Order Processing: Review customer orders for accuracy and completeness. Coordinate with various departments to ensure timely order fulfillment. Track order status and communicate updates to customers when necessary. Resolve any order-related issues or discrepancies in a professional manner. 3. Documentation and Reporting: Prepare and maintain reports, spreadsheets, and other relevant documents. Compile data and generate periodic performance reports. Conduct quality checks on completed tasks to ensure accuracy and adherence to guidelines. Assist in data analysis and identify trends or patterns for process improvement. 4. Communication and Coordination: Collaborate with the front office team to ensure seamless customer service delivery. Communicate effectively with customers via email, chat, or phone, providing prompt and accurate responses to inquiries and concerns. Liaise with other internal departments to resolve customer issues or escalations. Participate in team meetings and contribute to improving customer service processes. 5. Process Improvement: Identify opportunities for streamlining processes and improving efficiency. Propose and implement process enhancements to enhance customer satisfaction. Provide feedback and suggestions for improving existing systems and procedures. Stay updated on product knowledge, policies, and industry trends to better assist customers. Requirements: High school diploma or equivalent; associate or bachelor’s degree is a plus. Previous experience in a back office or customer service role is preferred. Strong computer skills, including proficiency in MS Office applications and familiarity with customer database systems. Excellent written and verbal communication skills. Exceptional attention to detail and accuracy. Strong organizational and multitasking abilities. Ability to work effectively both independently and as part of a team. Problem-solving and decision-making skills. Adaptability and willingness to learn new processes and technologies. Customer-centric mindset with a passion for delivering exceptional service. We offer competitive compensation, a supportive work environment, and opportunities for growth and advancement within the company. Note: This job profile is a general guideline and may be subject to change based on specific organizational requirements.