Client Service Specialist

Pasona N A, Inc.; Novato (CA); Hybrid; USD 62,000 - 90,000; Full time

Benefits offered by this job

Hybrid work model

On-site in Novato

Job summary

A well-established seafood import and export company seeks a detail-oriented Client Service Specialist to support customer accounts, order processing, logistics coordination, invoicing, and general office operations.

The role interfaces with Traffic, Logistics, Warehouse, Accounting, and Sales; SAP is planned next year and QuickBooks experience is preferred. Hybrid schedule with four days on-site in Novato and one remote day is offered.

Qualifications

• Previous experience in customer service, order processing, sales support, logistics coordination, or a related role.
• Experience preparing invoices and following up on accounts receivable.
• Strong organizational skills and attention to detail.
• Ability to manage multiple orders, deadlines, and customer requests simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Experience with QuickBooks is preferred.
• Experience with SAP or another ERP system is highly preferred.
• Experience in seafood, food distribution, import/export, logistics, or wholesale distribution is a plus.
• Japanese language skills are preferred due to the company’s international and export-related operations.

Responsibilities

• Receive, review, and process customer orders accurately and efficiently
• Communicate with customers regarding order status, product availability, delivery schedules, and related inquiries
• Maintain accurate customer, pricing, order, and shipment information
• Provide responsive and professional support to customers
• Coordinate internally to resolve order discrepancies, delays, or service-related issues
• Work closely with Traffic, Logistics, and Warehouse teams to coordinate product shipments and deliveries
• Confirm shipping arrangements, delivery schedules, and order fulfillment requirements
• Monitor orders from initial receipt through final delivery
• Assist with documentation related to domestic and international shipments
• Communicate shipment updates and potential delays to customers and internal stakeholders
• Prepare and issue customer invoices accurately and on time
• Monitor outstanding balances and payment status
• Follow up professionally with customers regarding overdue invoices
• Coordinate with Accounting and Sales teams to resolve billing or payment discrepancies
• Maintain accurate records of invoices, payments, and customer communications
• Assist with general office administration and day-to-day operational needs
• Order office supplies, coffee, and other workplace items
• Coordinate meals and other arrangements for visiting employees, executives, or business guests
• Support travel-related or meeting arrangements as needed
• Perform other administrative duties and special projects as assigned
• Use QuickBooks and other internal systems to maintain accurate records
• Support the company’s planned transition to SAP
• Assist with data preparation, testing, documentation, and process improvements related to the SAP implementation
• Identify opportunities to improve customer service and order-management processes

Skills

Customer service

Order processing

Logistics coordination

Accounts receivable

Multitasking

Communication

Tools

SAP

QuickBooks

ERP systems

Microsoft Excel

Microsoft Outlook

Microsoft Word

Job description

Client Service Specialist

Seafood Import & Export Industry

Location: Novato, California

Work Arrangement: Hybrid - Four Days On-Site / One Day Remote

Employment Type: Full-Time

Compensation: Starting at approximately $30.00 per hour, depending on experience

Annual Bonus: Approximately $10,000-$20,000, based on company performance

Position Overview

A well-established seafood import and export company is seeking a detail-oriented and service-minded Client Service Specialist to support customer accounts, order processing, logistics coordination, invoicing, and general office operations.

This position serves as an important point of contact between customers and internal teams, including Traffic, Logistics, Warehouse, Accounting, and Sales. The ideal candidate will be highly organized, comfortable handling multiple priorities, and able to provide timely and professional support throughout the order-to-payment process.

The company plans to implement SAP next year, making prior SAP experience highly desirable. Experience with QuickBooks, order management, logistics, or accounts receivable is also strongly preferred.

Key Responsibilities

Customer Service and Order Processing

• Receive, review, and process customer orders accurately and efficiently
• Communicate with customers regarding order status, product availability, delivery schedules, and related inquiries
• Maintain accurate customer, pricing, order, and shipment information
• Provide responsive and professional support to customers
• Coordinate internally to resolve order discrepancies, delays, or service-related issues

Logistics and Warehouse Coordination

• Work closely with Traffic, Logistics, and Warehouse teams to coordinate product shipments and deliveries
• Confirm shipping arrangements, delivery schedules, and order fulfillment requirements
• Monitor orders from initial receipt through final delivery
• Assist with documentation related to domestic and international shipments
• Communicate shipment updates and potential delays to customers and internal stakeholders

Invoicing and Accounts Receivable Support

• Prepare and issue customer invoices accurately and on time
• Monitor outstanding balances and payment status
• Follow up professionally with customers regarding overdue invoices
• Coordinate with Accounting and Sales teams to resolve billing or payment discrepancies
• Maintain accurate records of invoices, payments, and customer communications

Administrative and Office Support

• Assist with general office administration and day-to-day operational needs
• Order office supplies, coffee, and other workplace items
• Coordinate meals and other arrangements for visiting employees, executives, or business guests
• Support travel-related or meeting arrangements as needed
• Perform other administrative duties and special projects as assigned

Systems and Process Improvement

• Use QuickBooks and other internal systems to maintain accurate records
• Support the company’s planned transition to SAP
• Assist with data preparation, testing, documentation, and process improvements related to the SAP implementation
• Identify opportunities to improve customer service and order-management processes

Qualifications

• Previous experience in customer service, order processing, sales support, logistics coordination, or a related role
• Experience preparing invoices and following up on accounts receivable
• Strong organizational skills and attention to detail
• Ability to manage multiple orders, deadlines, and customer requests simultaneously
• Strong written and verbal communication skills
• Professional and customer-focused approach
• Proficiency with Microsoft Office, including Excel, Outlook, and Word
• Experience with QuickBooks is preferred
• Experience with SAP or another ERP system is highly preferred
• Experience in seafood, food distribution, import/export, logistics, or wholesale distribution is a plus
• Japanese language skills are preferred due to the company’s international and export-related operations

Work Schedule

Employees may begin work between 6:30 a.m. and 8:30 a.m. and generally finish between 3:00 p.m. and 5:00 p.m., depending on their starting time and operational needs.

This position follows a hybrid schedule consisting of:

• Four days per week working on-site in Novato
• One day per week working remotely

Early-morning availability may be required to support customers, shipments, and business operations.

Compensation

The anticipated starting rate is approximately $30.00 per hour, depending on qualifications and experience.

The position is also eligible for an annual performance-based bonus, which may range from approximately $10,000 to $20,000, depending primarily on company performance.

For highly qualified candidates with relevant experience, particularly those with Japanese-language ability, SAP experience, and import/export industry knowledge, the company may consider an exempt salaried compensation structure in the range of approximately $70,000-$80,000 annually.

Final compensation and employment classification will be determined based on the candidate’s experience, qualifications, language skills, and the scope of responsibilities assigned.