Customer Service & Operations Specialist

Hamilton Medical, Inc.; Reno (NV); On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid vacation

Sick time

Disability insurance

401(k)

Tuition reimbursement

Job summary

Hamilton Medical is seeking a Customer Service Coordinator to join our Reno-based team. You will handle phone calls, process orders, manage CRM and ERP data, issue invoices, and support multiple departments to ensure accurate, timely service.

The ideal candidate will be proficient in Word and Excel with strong communication and teamwork skills, able to adapt to changing priorities and maintain high customer satisfaction.

Qualifications

• Proficient in Word and Excel.
• Strong communication (verbal and written) and interpersonal skills.
• Ability to identify deficiencies in customer interaction, including documentation, to effectively correct and notify relating departments of deficiencies.
• Take corrective action when needed.
• Display willingness and competence in interacting with other departments and management in assessing and improving processes.
• Ability to perform tasks in departments outside of primary assigned department and support departmental objectives.

Responsibilities

• Answer all incoming calls in a friendly and professional manner and direct phone calls as appropriate.
• Receive and process incoming customer purchase orders, release orders to the warehouse, and send sales order confirmations to customers.
• Ensure customer purchase orders have the correct shipping address, attention line, and matches the information on the purchase order. Contact customers regarding pricing discrepancies as needed.
• Send customer invoices via USPS mail, e-mail, and customer service portals as requested.
• Set up new customer accounts in the ERP system and update CRM with buyer and AP contact information.
• Provide information to customers regarding their purchases; including sales order confirmations, backorder detail, substitution information, tracking, proof of delivery, and invoicing.
• Facilitate customer returns per the RGA/RMA procedures.
• Process credit memos once items have been returned to inventory.
• Update the CRM with customer complaints or interactions with customers.
• Support service department billing and processing of related miscellaneous inventory transactions.
• Maintain stock of envelopes and all postage supplies.
• Process all demo sales and trade-in credit memos, handling related shipping documents and installation calendar updates.
• Rotate staff to ensure reception desk coverage.
• Proficient at entering sales orders, creating return orders, looking up pricing, and training new staff on CS tasks.
• Keep up-to-date on applicable policies and procedures.

Skills

Word proficiency

Excel proficiency

Communication skills

Interpersonal skills

Problem solving

Cross-functional collaboration

Education

High School diploma

Associate’s degree

Job description

Hamilton Medical is seeking a Customer Service Coordinator to join our Reno-based team. You will handle phone calls, process orders, manage CRM and ERP data, issue invoices, and support multiple departments to ensure accurate, timely service.

The ideal candidate will be proficient in Word and Excel with strong communication and teamwork skills, able to adapt to changing priorities and maintain high customer satisfaction.