RM CUSTOMER COORDINATOR

ELLEFSON TRANSPORTATION GROUP INC; Augusta (GA); On-site; USD 40,000 - 55,000; Full time

Job summary

Ellefson Transportation Group Inc is seeking a Data Storage Coordinator to manage work orders for Records Management customers, schedule shredding and office purges, and ensure accurate invoicing and data record maintenance.

The role requires 2–5 years in document storage or destruction, proficiency with order entry and invoicing systems, and strong attention to detail. Indoor work with occasional outdoor tasks and a focus on customer service.

Qualifications

• Two to five years of experience in a document storage or destruction role.
• Familiar with order entry, inventory, and invoicing systems.
• Detail oriented with strong communication and teamwork abilities.

Responsibilities

• Create and manage work orders for Records Management customers.
• Coordinate shredding and office purge paperwork.
• Prepare and file documents and maintain data records.
• Support Accounts Receivable and ensure timely invoicing.

Skills

Data entry

Invoicing systems

Inventory control

Telephone communication

Attention to detail

Empathy

Education

High School diploma

Tools

Order entry systems

Inventory software

Computerized data systems

Invoicing systems

Job description

Job Summary

The purpose of this Job Description is to establish and define the authority, accountability, reporting relationships, responsibilities, duties, and measures of performance of the Data Storage Coordinator. The basic function of the Data Storage Coordinator is to receive a work order from a customer or customer representative, schedule pick up and delivery times, capture the proper rates for the customer and promptly and accurately invoice them.

Reporting Relationships

The Data Storage Coordinator reports to, and is accountable to, Records Management Client Services Manager.

Essential Functions

The Data Storage Coordinator is selected and appointed by the Records Management Client Services Manager after consultation with the Chief Executive Officer. He/She will be delegated the authority required to successfully accomplish all of the duties and responsibilities of this position.

Authority to organize and coordinate work assignments. Analyzes problems and recommends corrective actions to the proper level of management to improve quality, productivity, safety and housekeeping.

Ensure that customer or customer representative’s orders are processed in a timely and professional manner, all required regulations are adhered to, essential communications to Dispatchers or Sales when required, Warehouse personnel and the customer are completed and confirmed, all documents are correctly processed, disseminated and filed. Invoicing must be accurately completed within the proper timeframe and that the retrieval or refile process, whether it involves files or boxed records, has been a pleasant experience and the customer would recommend our services to others in the future.

Adheres to the Company’s safety policies.

Duties and Responsibilities

General Responsibilities

• Creating and maintaining a work environment that shows concern for the other personnel assigned to the area.
• Making it understood that THE CUSTOMER IS OUR FIRST PRIORITY and that each employee is here to support that priority.
• Assist in attaining the goals and objectives of the Company.
• Ensures cleanliness and safety of all work areas.
• Dresses in an approved and appropriate business casual manner. To further clarify refer to the Employee Manual.
• In case of accident or injury follows proper procedures.
• Successfully build a "Team" atmosphere by working as a team player not an individual.

Data Storage Responsibilities

• Create work orders for Record Management customers.
• Create work orders on a daily basis for shredding.
• Coordinates paperwork for "Office Purges" with the Data Storage warehouse.
• Creates work orders to pull "Tapes" as required.
• Completes "Change Orders" or "Stat Orders" as required by customers on a daily basis.
• Ensure that all changes to the shredder schedule are clearly noted and the appropriate personnel have been notified including the Dispatcher.
• Process work order and paperwork for walk‑in customers.
• Maintain all required data records.
• Assign Destruction Bins to customer locations. Ensure they are located to meet the customer’s requirements.
• Develop and implement a schedule for on‑site shredding.
• Supervise, monitor and provide guidance to temporary employees assigned to data entry.
• Ensure that new client’s accounts are properly set up and maintained.
• Submits reports as required in a timely manner.
• Completes all filing daily.
• Fax and receive faxes as necessary.
• Provide support to Accounts Receivable promptly and professionally.
• Provide superior levels of service to all customers.
• Other duties and tasks that may be assigned to him/her from time to time by the General Manager Customer Coordination and/or the Chief Operations Officer.

Measures of Performance

• That the assigned office areas have been operating in a safe, clean and productive manner.
• That he/she has been properly trained and cross‑trained in all Data Storage Coordinator functions.
• Follows the instructions/requests of the Records Management Client Services Manager, Chief Operations Officer and Chief Executive Officer.
• Meets and/or exceeds company attendance requirements.
• Meets and/or exceeds the Company’s goals and objectives in quality and productivity.
• Works to insure that the pick up, delivery and invoicing of all services meets or exceeds established deadlines.
• Maintains an outstanding degree of cooperation, communication and coordination with and between all departments and companies at the facility.
• Constantly strives for total customer satisfaction.
• All Company Policies and Procedures have been adhered to.

Job Requirements

Education

• Required: High School diploma

Licensing / Registration / Certification

• Required: Valid Driver’s License.

Experience

• Required: Two (2) to five (5) years or more experience in a similar position in the document storage or destruction industry.
• Preferred: Ability to calculate list of numbers, logically work through problems, work independently and make appropriate decisions, communicate effectively by telephone, keep accurate records, pay attention to details and demonstrated ability to work well and empathize with others. Must be familiar with computerized data and order entry systems, inventory control systems and invoicing systems.

Physical Requirements

• Body positions: while performing the duties of this job, the employee is regularly required to sit for prolonged periods of time.
• Body movements: the employee must have a full range of body movements including use of hands to finger, handle, or feel objects, computer equipment and peripherals; and bending, reaching, and crouching.
• Body senses: must have command of all five senses: sight, hearing, touch, smell and taste. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. Vision requirements in each area must be sufficient to shift in focus from computer screens to printed documents.
• Strength: must have the ability to lift twenty‑five (25) pounds with regularity.

Working Conditions

This position will be working primarily indoors with some outdoors work required from time to time. Requires the employee to be moving through all areas of the warehouse on a regular basis. From this movement, the employee will encounter varying temperatures from these areas. The normal auto travel hazards may apply to and from work. Travel may be in all types of weather including heavy rain and below freezing temperatures with snow conditions possible. The noise level in the work environment is usually moderate, but can be higher at times.