Client Services & Logistics Specialist | Hybrid

Pasona N A, Inc.; Novato (CA); On-site; 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

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.