Customer Service & Order Specialist

Ponca City Development Authority; Ponca City (OK); On-site; USD 19,000 - 28,000; Full time

Benefits offered by this job

Excellent benefits after introductory/

Job summary

KR Automation, Inc. is seeking a highly organized and dependable Customer Service & Order Specialist to support daily operations, customer communications, and administrative functions.

The role serves as the central contact for customer inquiries and assists the sales team, repair department, and management with day-to-day responsibilities. The ideal candidate will be detail-oriented, communicative, and capable of juggling multiple tasks.

Qualifications

• Experience in office administration, customer service, or sales support preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with ability to manage multiple priorities and meet deadlines.
• Proficiency with computers, email, Microsoft Office, and general business software.
• Ability to learn inventory management, accounting, and CRM systems.
• Detail-oriented with accuracy when handling orders and documentation.

Responsibilities

• Monitor and manage the company’s shared sales email inbox, ensuring inquiries are handled promptly.
• Answer incoming phone calls professionally and direct to appropriate departments.
• Respond to customer inquiries submitted via the website.
• Identify prospective customers and route opportunities to the Sales Representative.
• Maintain accurate records of customer communications and ensure follow-up on inquiries.
• Process customer purchase orders, quotes, sales orders, and invoices with verified pricing and specs.
• Provide customers and vendors with required business documents (W-9, tax certificates, etc.).
• Prepare monthly customer account statements and distribute them.
• Coordinate with repair technicians to obtain status updates and inform customers.

Skills

Customer service

Organizational skills

Communication skills

MS Office

CRM systems

Independent work

Attention to detail

Tools

CRM software

Job description

Position Summary

KR Automation, Inc. is seeking a highly organized, dependable, and detail-oriented Customer Service & Order Specialist to support daily business operations, customer communications, and administrative functions.

This position will serve as a central point of contact for incoming customer inquiries while assisting the sales team, repair department, and management with day-to-day responsibilities.

The ideal candidate will possess excellent communication skills, strong organizational abilities, and the initiative to independently manage multiple tasks and follow through to completion.

Essential Duties & Responsibilities

• Monitor and manage the company's shared sales email inbox, ensuring incoming messages are responded to, assigned, or directed to the appropriate personnel in a timely manner.
• Answer incoming phone calls professionally, assist customers with general inquiries, and direct calls to the appropriate department or employee.
• Monitor and respond to customer inquiries submitted through the company website.
• Identify prospective customers and direct new sales opportunities to the designated Sales Representative.
• Maintain accurate records of customer communications and ensure outstanding inquiries receive appropriate follow-up.
• Process customer purchase orders and prepare accurate and detailed quotes/sales orders/invoices, following established company procedures, and ensuring all pricing, product specifications, availability, and other relevant information are verified prior to submission.
• Follow up with customers regarding outstanding sales quotes, obtaining updates and communicating customer responses to the sales team.
• Assist customers with locating and sourcing industrial automation parts, including researching availability, obtaining pricing, and coordinating purchases through approved suppliers.
• Monitor outstanding customer requests and follow through to ensure timely resolution.
• Assist the sales team and management with miscellaneous tasks as needed.
• Assist in monitoring and tracking customer repair orders.
• Coordinate with repair technicians and management to obtain repair status updates.
• Communicate repair progress, estimated completion dates, and other relevant information to customers as needed.
• Conduct weekly inventory checks of office, warehouse, shipping, and general operational supplies and maintain appropriate supply levels by preparing and placing orders with approved vendors.
• Monitor supply usage and identify opportunities to reduce unnecessary purchasing or expenses.
• Prepare and distribute monthly customer account statements.
• Provide customers and vendors with requested business documentation, including W-9 forms, tax exemption certificates, and other standard company documents.
• Maintain organized electronic records and assist with general documentation and filing.
• Perform additional administrative and operational duties as assigned by management.

Qualifications & Requirements

• Previous experience in office administration, customer service, sales support, or a similar position preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Proficiency with computers, email, Microsoft Office, and general business software.
• Ability to learn inventory management, accounting, and customer relationship management systems.
• Strong attention to detail and accuracy when handling customer orders, documentation, and communications.
• Ability to work independently, take initiative, and follow tasks through to completion.
• Professional, courteous, and customer-focused attitude.
• Ability to maintain confidentiality regarding customer information, pricing, business operations, and company records.
• Familiarity with industrial automation equipment or electrical components is beneficial but not required.

Preferred Skills & Characteristics

• Self-Motivated: Recognizes tasks that need attention and takes appropriate action without constant supervision.
• Organized: Effectively manages emails, follow-ups, purchasing responsibilities, and administrative deadlines.
• Detail-Oriented: Maintains accuracy when processing information, coordinating orders, and tracking customer requests.
• Dependable: Consistently completes assigned tasks and follows through on outstanding matters.
• Adaptable: Comfortably transitions between customer service, sales support, purchasing, and administrative duties.
• Team-Oriented: Communicates effectively with coworkers and supports multiple departments as needed.
• Problem-Solver: Demonstrates resourcefulness and sound judgment when addressing routine customer or operational issues.

Performance Expectations

• Maintain timely, professional, and accurate communication with customers and vendors.
• Ensure incoming inquiries are properly addressed, assigned, or escalated without unnecessary delays.
• Consistently follow up on outstanding quotes, orders, customer requests, and repair-related matters.
• Maintain adequate operational supplies while adhering to established purchasing procedures.
• Keep accurate and organized records of assigned responsibilities.
• Demonstrate initiative, accountability, and effective time management.
• Support management by independently handling assigned recurring administrative and operational duties.

Starting Pay: $17.00+ per hour, depending on experience

Excellent benefits available following introductory period.