Customer Service Administrator

Paylocity; City of Rochester (NY); On-site; USD 26,000 - 33,000; Full time

Benefits offered by this job

Paid holidays

Paid time off (PTO)

Health coverage

401k retirement plan

Tuition reimbursement

Annual bonuses

Job summary

Quality Vision International, a Rochester-based company, seeks a Customer Service Administrator to provide high-level service to customers, channel partners and internal teams in a fast-paced environment. You will manage inquiries, tickets, orders, quotes, and escalations while maintaining accuracy and a positive attitude.

You will collaborate with Sales, Service, Planning and Manufacturing to resolve issues, improve processes and ensure timely follow-up.

Qualifications

• Associate degree or equivalent experience preferred.
• Experience in customer service and order management required.
• Ability to multitask in a fast-paced environment.
• Strong verbal and written communication with customers and partners.
• Proficient in Microsoft Office 365 and adaptable to company systems.

Responsibilities

• Answer phones to provide customer service; initiate callback escalations; dispatch calls as needed.
• Direct inquiries to the Service Request Web Form to create tickets and assist customers.
• Enter and expedite parts orders, incidents, quotes and RMAs via the ticket system.
• Dispatch tickets to the appropriate queue and monitor follow-up.
• Collaborate across Sales, Service, Planning, Purchasing, Manufacturing and other departments.
• Identify recurring issues or process gaps and communicate improvements.
• Manage difficult customer relations with empathy and ensure timely follow-up.
• Facilitate cross training to maintain department-wide backup strategies.
• Document operating processes for training new personnel.
• Learn and apply shipping, packaging, and customs standards for international orders.
• Monitor and follow up on open inquiries to ensure timely resolution.

Skills

Customer service

Order management

Administrative experience

Verbal and written communication

Problem solving

Detail oriented

Microsoft Office 365

Education

Associate degree or equivalent

Tools

Microsoft Office 365

Job description

Description

Discover Your Next Big Opportunity: See Why Quality Vision International Is the Place to Be!

Location

Rochester, NY, On-Site

Schedule

Monday - Friday, 8am-5pm

Compensation

$19.00-$24.00 per hour, based on experience

Position Overview:

The Customer Service Administrator is responsible for providing high-level service and support to QVI customers, channel partners, and internal teams in a fast-paced environment. This position manages customer inquiries, service ticket requests, order entry, parts and service quotes, incoming phone calls, escalations and de-escalations, and support for the Inside Service team.

The role requires strong attention to detail, organization, communication, problem-solving and multi-tasking skills. This team member must be an individual who can refocus quickly after interruptions to workflow and maintain quality and a positive attitude in a challenging environment. They must also communicate effectively with other departments and divisions within QVI.

The Customer Service Administrator works closely with Sales, Service, Planning, Purchasing, Manufacturing, and other QVI departments to resolve issues, coordinate activities, and ensure timely follow-up and a positive customer experience.

Requirements

Role and Responsibilities:

• Answer phones to provide customer service; initiate callback escalations, on behalf of channel partners, customers, and field techs; dispatch calls as necessary.
• Direct all service inquiries to our Service Request Web Form to create a ticket and assist customers with the process where applicable.
• Enter and expedite parts orders, incidents, service orders, verbal or written quotations and RMA’s that come in via the ticket system.
• Dispatch tickets to the appropriate queue or team member and monitor as needed for proper follow-up.
• Work as a team member in a fast-paced support environment including frequent interface with customers, channel partners, subsidiaries, accounting, management, sales, marketing, engineering, quality, shipping, and manufacturing.
• Identify recurring customer issues or process gaps and communicate opportunities for improvement to management.
• Manage difficult customer relations with understanding and compassion, assuring the customer needs are heard and understood, reassuring our commitment to prompt service.
• Facilitate cross training as needed to assure department‑wide backup strategy is kept up to date.
• Documenting operating processes as required to be used in training of new personnel.
• Learn and professionally apply international standards and QVI protocol for shipping, packaging and customs declarations supporting sales and delivery of parts to international partners.
• Monitor and follow up on open customer inquiries, service requests, orders, and issues to ensure timely resolution and communication.
• Troubleshoot customer and service‑related issues within the scope of the position and escalate to the appropriate department or resource when necessary.
• Troubleshoot customer and service‑related issues within the scope of the position and escalate to the appropriate department or resource when necessary.

Minimum Qualifications: (Experience, Education, Certifications, Knowledge, Skills, Abilities)

• Associate’s degree in Business Administration, Accounting, or a related field preferred; equivalent work experience may be considered.
• Previous customer service, order management, or administrative experience required.
• Ability to work effectively in a fast‑paced, deadline‑driven environment while managing multiple priorities.
• Strong verbal and written communication skills with the ability to communicate professionally with customers, channel partners, and internal teams.
• Strong problem‑solving and troubleshooting skills with the ability to appropriately escalates issues when necessary.
• Detail‑oriented and process‑driven, with a strong focus on accuracy, quality, and timely follow‑up.
• Proficient in Microsoft Office 365 and able to learn and effectively use company‑specific software and systems.
• Strong organizational and time‑management skills with the ability to prioritize and manage competing demands.
• Ability to adapt to changing priorities, delays, and unexpected situations while maintaining a professional and positive attitude.
• Ability to work collaboratively with multiple departments and contribute to process improvements and cross‑training initiatives.
• Ability to learn and professionally apply QVI procedures and international standards related to shipping, packaging, and customs requirements for international orders.

Physical and/or Environmental Requirements:

• Ability to sit for extended periods of time (8‑hour shift) in an office setting, utilizing standard office equipment (computer, keyboard, mouse, phone, etc.).
• Ability to occasionally move about and navigate through the workplace.
• Ability to occasionally lift and carry objects of 15-20 pounds.

What We Offer:

Paid Time Off

• 10 paid holidays each year
• Over 3 weeks of PTO (vacation/sick/personal) to start, with additional time after 5 and 10 years

Health & Financial Benefits

• Health coverage where QVI pays 97–100% of premiums on our most affordable HDHP – free single coverage for employees!
• Employer‑paid Short‑Term & Long‑Term Disability Insurance
• Employer‑paid Life Insurance
• QVI 401k Retire Savings Plan: Up to 5% gross wages
• Tuition Reimbursement: up to $7,000 annually
• College Scholarship Programs for employee dependents
• Annual discretionary bonuses (for non‑commission roles)
• $1,500 Employee Referral Bonus

Wellness & Extras

• Employee Assistance Program (EAP) & Wellness perks: on‑site nurse, biometric screenings, chronic condition support, and cash incentives for healthy living programs and challenges
• Free on‑site electric vehicle charging stations and cash reimbursement toward the purchase of qualified EVs

Quality Vision International Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training