Customer Service Logistics Coordinator

Employee Magnets; Wilsonville (OR); On-site; USD 52,000 - 65,000; Full time

Job summary

Employee Magnets is seeking a Customer Service Logistics Coordinator to manage sales orders, import/export, and invoicing across multiple facilities. The role emphasizes timely spare parts handling and accurate shipping documentation.

The candidate should have hands-on experience with air & sea freight coordination, ERP systems, and strong communication skills to maintain customer satisfaction and efficient operations.

Qualifications

• Minimum of 3 years' experience in booking air & sea freight and coordinating export shipments/documentation (local and international including letters of credit, bills of lading, packing lists, certificates of origin and embassy legalization requirements).
• Experience with ERP systems is required, D365 knowledge a plus.
• Exposure to manufacturing industry (food and packaging) is advantageous.
• Solid knowledge of MRP stock control procedures, sales order processing and invoicing.
• Must multitask, be flexible, work under pressure, and maintain relationships with management, co-workers, suppliers and clients.
• Strong time management and communication skills, written and verbal.

Responsibilities

• Respond to customer emails/calls and resolve needs such as spare part inquiries within 1 hour.
• Arrange shipment of spare parts and assist with packing and equipment creation when required.
• Process spares orders accurately and on time; 80% shipped within 24 hours, 10% within 1 week, 10% within 1 month.
• Ensure order confirmations are sent within 1 hour of receipt.
• Document delivery notes with tracking numbers same day.
• Coordinate shipping documentation conforming to destination country regulations and depart on time.
• Update Sales Orders with shipment details and freight costs.
• Assist with stock taking and vendor returns to reduce aging inventory.
• Collaborate with finance/quality to ensure timely invoicing and delivery.
• Other duties as reasonably requested.

Skills

Multitasking

Time management

Communication

Problem solving

Team player

Customer focus

Tools

MS Outlook

MS Word

MS Excel

ERP systems / D365

Job description

About the job Customer Service Logistics Coordinator

Seeking experienced Customer Service Logistics Coordinator with RECENT hands-on experience with customer sales order management, import/export, national & international shipping and invoice processing including contract sales, spare parts and warranty orders for multiple facilities. Previous manufacturing experience is a plus.

Key Responsibilities

Spare Parts/Warehousing

• Responsible for promptly responding to customer emails and calls and resolving their needs such as spare part inquiries\orders with quotations\confirmations within 1 hour of receipt.
• Arrange for shipment of spare parts including assisting with packing and creating equipment, when required.
• Provide accurate, timely, customer-focused administration of spares orders to ensure accurate and on-time delivery of customer orders. (80% of orders are to be processed & shipped within 24 hours, 10% within 1 week and 10% within 1 month).
• All Order Confirmations must be sent to the Client within 1 hour of Receipt of Order.
• Document Delivery Notes with Tracking Number on the same day.
• Ensure all requirements for customer shipments are executed in an efficient and cost-effective manner.
• Ensure invoices are raised and processed accurately within the required timeframes (i.e. e-mailed to customers on the same day as Delivery Note).
• Follow up spares deliveries regularly by telephone to ensure customer satisfaction.
• Make proactive calls to customers to assess customer satisfaction and promote optimal spares inventory holdings are established\maintained.
• Complete & review the Spares Linked Back Order report with Divisional Manager on a weekly basis and forward to Sales Manager – Aftermarket at the end of each month.
• Work with finance on stock takes/turns to reduce aging inventory
• Work with quality to receive deliveries timely and process return to vendor items quickly.
• Other tasks and duties as reasonably requested.

Contracts

• Attend kick-off meetings and contribute to successful initiation of Customer Projects.
• Load Sales Orders into the company system and liaise with clients, sales and projects staff to clarify order requirements, updating/amending, as necessary.
• Load Purchase Orders into and liaise with clients, sales and projects staff to clarify order requirements, updating/amending, as necessary.
• Coordinate, complete and review all shipping documentation, ensuring all paperwork conforms to regulations as demanded by the country of destination and departs with the goods by the cut-off time.
• Update Sales Order with all shipment details including carrier and AWB/OBL/Con-note numbers and freight costs.
• Purchase 'Special / New' product items from internal or external suppliers to be delivered in a timely manner and/or to be consolidated with final contract delivery.
• Assist with packing and crating equipment, when required.
• Complete & review the Contract Linked Back Order report with Divisional Manager on a bi-monthly basis to ensure timely delivery and invoicing of Contract Orders.
• Other tasks and duties as reasonably requested.

Qualifications / Requirements

• Minimum of 3 years' experience in booking air & sea freight and coordinating export shipments/documentation (local and international including letters of credit, bills of lading, packing lists, certificates of origin and embassy legalization requirements.
• Experience with ERP systems is required, D365 knowledge a plus.
• Exposure to the manufacturing industry (specifically food and packaging) is advantageous
• Solid knowledge of MRP stock control procedures, sales order processing and invoicing
• Must be able to multitask, be flexible, work under pressure, develop, build and maintain strong relationships with management, co-workers, suppliers and clients
• Self-motivated and driven, able to look ahead & prepare for upcoming tasks
• Identify with company values including being a team player, passionate, professional, committed, honest and treat people with dignity and respect
• Must have excellent time management skills, excellent communication (written and verbal)
• Able to solve problems & make decisions in line with organizational philosophies and practices, work well both autonomously and as part of a team
• Must have advanced computer skills in MS Outlook, Word & Excel