Customer Service & Operations Coordinator

PSE Group; Miami (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

PSE Group in Miami is seeking a Customer Service & Front Office Support to act as the first contact for customers and visitors, while aiding accounting and administrative tasks. The role supports the General Manager and cross-functional teams to ensure smooth daily operations.

The ideal candidate will be bilingual, organized, and able to multitask in a fast-paced environment, with strong communication and confidentiality. This is a full-time on-site position with benefits.

Qualifications

• Bilingual in Spanish and English is required.
• High school diploma or equivalent; accounting or business coursework is a plus.
• 2-3 years reception or customer service experience preferred.
• Basic understanding of accounting principles is desirable.
• Strong interpersonal and communication skills are essential.
• Proficiency with MS Office; experience with accounting software or ERP is a plus.

Responsibilities

• Greet customers and visitors professionally at the front desk.
• Assist with counter sales and direct customers to the appropriate associate.
• Support accounting and documentation tasks including POD and records.
• Coordinate with sales, warehouse, customer service, and accounting teams.
• Maintain an organized reception and filing system; ensure confidentiality.
• Handle incoming calls and escalate issues as needed.

Skills

Bilingual Spanish & English

Interpersonal skills

Organizational skills

Multitasking ability

Education

High school diploma or equivalent

Accounting or business administration coursework

Tools

MS Office Suite

Accounting software or ERP systems

Job description

Description

BE A PART OF A GREAT TEAM WITH GROWING OPPORTUNITIES!

Why Work for PSE GROUP?

• Weekends off
• Weekday schedule 8am-5pm
• 401(k) program with company match
• Generous benefits package for full time employees:
• Medical, Dental and Vision
• Company paid life and disability insurance
• 3 weeks Paid Time Off
• Competitive compensation program
• A great work environment with career advancement opportunities!

About PSE Group

PSE Group is a nationwide team of coatings specialists dedicated to providing exceptional products and value-added services to our customer partners. PSE Group offers a wide range of coatings solutions to enhance our customers' productivity, improve quality, and reduce material cost. Our objective is to support the entire purchasing process from coatings to associated products to complete application systems. We provide comprehensive solutions to meet our customers' needs. PSE Group includes brands from across the country including: Painters Supply & Equipment Co, Nyquist Paints, FAMIS, Aerocoat Source, ABC Autobody Color, Auto Paint Supply, Carolina Automotive Refinish Supply, Charlottesville Automotive Refinish Supply, Golden Isles Paint & Supply, Interbay Coatings, ProWood Finishes, RMS Pro Finishes, Specialty Coatings Inc., Strand’s Industrial Coatings, United Sales Company, and Wyrick Company.

Customer Service & Operations Coordinator

Position Summary

Reporting to the General Manager, the Customer Service & Operations Coordinator serves as the first point of contact for customers, visitors, vendors, and callers while providing administrative support to customer service, accounting, and operational functions. This position is critical to creating a positive customer experience through timely customer engagement, professional communication, and responsive support. The successful candidate will consistently ensure that every customer is greeted promptly and acknowledged courteously upon arrival, even during busy periods or while assisting other customers. This role requires a strong commitment to customer satisfaction, teamwork, organization, and operational support while maintaining accurate and timely documentation that supports business operations.

Customer Service & Front Office Support

• Serve as the first point of contact for customers, visitors, vendors, and callers, creating a professional and welcoming experience.
• Greet all customers promptly upon arrival and ensure every customer is acknowledged immediately, even when assisting another customer or handling other responsibilities.
• Maintain awareness of customer traffic and communicate expected wait times when immediate assistance is not available.
• Demonstrate a customer-first mindset by ensuring visitors and customers feel welcomed, valued, and supported at all times.
• Assist with counter sales activities, including processing transactions, answering product and service inquiries, and directing customers to the appropriate sales representative when necessary.
• Support the sales team by assisting with customer service needs and ensuring efficient customer flow throughout the facility.
• Answer, screen, and direct incoming telephone calls in a professional and courteous manner.
• Resolve routine customer inquiries and **escalate** concerns appropriately to ensure timely resolution.
• Maintain a clean, organized, and professional reception and customer service area.
• Support customer account setup activities and assist with gathering required customer documentation.

Accounting & Documentation Support

• Provide administrative support to the onsite Controller through the timely collection, organization, filing, retention, and retrieval of business documentation.
• Support the maintenance of customer sales tax exemption certificates and ensure records remain accurate, complete, and up to date.
• Assist with customer account documentation and related recordkeeping requirements.
• Provide Proof of Delivery (POD) support and assist with documentation requests from customers, accounting, and operations personnel.
• Ensure documentation is submitted accurately and on time to support accounting, operational, compliance, and customer service requirements.
• Identify missing or incomplete documentation and coordinate with appropriate personnel to obtain corrections promptly.
• Support customer payment processing and other routine accounting-related administrative tasks.
• Assist with month-end and year-end closing activities by ensuring company credit card receipts and supporting documentation are submitted in a timely manner.
• Maintain organized electronic and physical filing systems to support document retention, audit readiness, and operational efficiency.
• Demonstrate attention to detail and accountability in handling records that support business and financial operations.

Operations Support

• Provide administrative support to the General Manager and Operations Management team.
• Support daily operational activities and assist with requests that contribute to efficient branch operations.
• Partner with sales, warehouse, customer service, and accounting personnel to ensure smooth day-to-day operations.
• Assist with special projects and cross-functional initiatives as assigned.
• Demonstrate flexibility and a team-oriented approach by supporting departmental needs and operational priorities as business demands require.
• Contribute to a positive workplace culture focused on customer service, teamwork, responsiveness, and continuous improvement.

Requirements

Skills and Experience

• Bilingual in Spanish and English is required
• High school diploma or equivalent. Additional education in accounting or business administration is a plus.
• 2-3 years previous experience in a receptionist or customer service role is preferred.
• Basic understanding of accounting principles and experience with basic accounting tasks is desirable.
• Strong interpersonal and communication skills, with the ability to provide excellent customer service.
• Excellent organizational skills and the ability to multitask and prioritize effectively.
• Proficiency in using office software, including MS Office Suite (Word, Excel, Outlook).
• Experience with accounting software or ERP systems is a plus.
• Detail-oriented and able to maintain accuracy while working with data.
• Professional and courteous demeanor, with the ability to maintain confidentiality.
• Ability to work independently and collaboratively in a team environment.

We are and Equal Opportunity/  Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. Retirees are encouraged to apply.