The Customer Service Specialist is responsible for processing customer orders and purchase orders to suppliers for new and existing customers. They provide support to customers and account managers by maintaining frequent communication with both and by helping troubleshoot and resolve problems. They are also responsible for ensuring customer orders and purchase orders are completed accurately from purchase to pay. Works under general supervision; a certain degree of creativity and latitude is required; relays on pre-established guidelines to perform the functions of the job.
Maintains a positive relationship and communication with customers and suppliers
Enters customer orders and supplier purchase orders with accuracy
Looks up product codes and adds an extra description if required
Sets up new customer accounts adding special delivery instructions with sales and accounting
Sends order confirmations to customers for every order
Co-ordinates changes in delivery dates with suppliers and customers
Ensures Trace notes are entered for every action on a customer order
Arranges freight with transportation companies and suppliers
Adds freight amounts once confirmed, updates order and sends a new confirmation
Creates new product codes after obtaining required information from vendors
Request POD's from suppliers for all customer orders
Solicits sales orders from existing internal and external customers
Provides quotes upon request to customers and sales for re-orders
Ensures custom stocking agreements are signed by customer
Works with account managers to comply with customer requests to resolve issues
Co-oridinates customer returns due to supplier shipping errors
Responsible to ensure AR is kept up to date and follows up with customers for payment.
Obtains samples from suppliers for new generic or new custom items, secures approval before processing orders
Works with suppliers that are set up and approved first for major packaging categories
Compares costing with various approved suppliers and orders from the lowest cost option
Updates purchase orders where cost is not correct in the system after confirmation
Follows up on overdue purchase orders with suppliers and keeps PO delivery dates accurate
Responsible to ensure supplier invoices are processed and paid
Re-routes vendor invoices where required to MISC AP etc.
Resolves supplier and transportation invoice discrepancies
Works with customers systems (Coupa)where required to enter orders and invoices for them
Helps drive new product sales by communicating unknown products to customers
Attends various trainings, as needed.
Prepares various reports and correspondence as required.
Performs other duties as required.
UFP Industries, Inc
Sep 18, 2025