Customer Service Specialist

Quanta US; New York (NY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Quanta US is seeking a detail-oriented Customer Service Specialist to manage customer orders from receipt to fulfillment and accurate final billing. This entry-level role offers training, with a path to permanent status under the supervision of the Customer Service Supervisor.

Prior logistics experience is not required. You will work with SAP, Excel, and Outlook to process orders, monitor status, and maintain accurate records.

Qualifications

• High school diploma or equivalent.
• Basic SAP navigation, data entry, and order processing knowledge.
• Strong Excel data entry, sorting, filters, and basic formulas.

Responsibilities

• Receive, review, enter, and update customer purchase orders in SAP, verifying item codes, quantities, pricing, delivery details, and customer instructions.
• Check orders against approved commercial terms and company policies, including lead times and order minimums, flag discrepancies.
• Coordinate with inventory to check availability, identify shortages, and communicate adjustments to customers.
• Monitor open orders and send customers daily status updates.
• Act as the point of contact for assigned customers on confirmations, availability, changes, shipment status, and delivery questions.
• Monitor EDI transmissions, spot missing or incorrect data, and help resolve errors.
• Ensure invoices align with orders and raise discrepancies before closure.
• Record complaints, shortages, damages, and return requests, routing for review with supporting documents.
• Keep SAP records and Excel trackers accurate and raise exceptions promptly.

Skills

Excel basics

Order processing

Data entry

Attention to detail

Education

High school diploma

Tools

SAP navigation

Outlook

Job description

Our client is an established importer and distributor of food products in the United States, with a supply chain and customer service team that keeps retail and distribution customers supplied and billed accurately. This role is a contract-to-permanent assignment through Quanta, a recruiting and HR consulting firm.

About the role

We are looking for a detail-oriented Customer Service Specialist to manage customer orders from purchase order receipt through fulfillment and accurate final billing. You will report directly to the Customer Service Supervisor. This is an entry-level position, and training and guidance will be provided. Extensive logistics experience is not required.

What you will do

• Receive, review, enter, and update customer purchase orders in SAP, verifying item codes, quantities, pricing, delivery details, and customer instructions
• Check orders against approved commercial terms and company policies, including lead times, order minimums, and pallet configurations, and flag discrepancies to your supervisor
• Work with the inventory team to check availability, identify shortages, and communicate approved order adjustments to customers
• Monitor open orders using Logistics reports, follow up internally on delays, and send customers daily status updates
• Act as the point of contact for assigned customers on order confirmations, availability, changes, shipment status, and delivery questions
• Monitor EDI order, confirmation, and invoice transmissions, spot missing or incorrect data, and help resolve errors
• Check that customer orders, fulfillment records, and billing data agree so final invoices are accurate, and raise discrepancies before closure
• Record customer complaints, shortages, damages, and return requests, and route them for review with supporting documents
• Keep SAP records and Excel trackers accurate and raise exceptions promptly

What you bring

• Working knowledge of Excel: data entry, sorting, filters, and basic formulas (lookup functions and pivot tables are a plus)
• Basic SAP navigation, data entry, and order processing knowledge (exposure through training, coursework, internships, or a job is fine)
• Comfort managing customer emails, calendars, and follow-ups in Outlook
• Clear written and verbal English, strong attention to detail, and dependable follow-through
• Ability to manage multiple priorities and willingness to learn and follow established procedures
• High school diploma or equivalent

Nice to have

• Customer service, order entry, or administrative experience, ideally in distribution or a food business
• Familiarity with EDI and the order-to-invoice process
• Associate’s or bachelor’s degree in business, supply chain, or a related field

Schedule and pay

• Hybrid: 3 days per week in the New York City office (in the Financial District), 2 days remote