CSR Admin - Rosenberg
The Biller/Customer Service Representative/Administrative Assistant is often a customer's primary point of contact with the company. This role acts as a liaison between the company, its customers, transloading facilities, and carriers managing incoming calls and inquiries, providing product and service information, and resolving emerging issues accurately and efficiently. In addition to customer service, this role prepares and issues accurate customer invoices, tracks orders from creation through delivery to well site, and provides administrative support to the office. The target is to ensure excellent service standards, respond efficiently to customer and carrier inquiries, and maintain high customer satisfaction while keeping billing and order records accurate and complete. The ideal candidate is dynamic, motivated, and possesses strong interpersonal skills. They are bilingual (Spanish/English), highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.
Responsibilities
Billing
- Prepare, review, and issue accurate customer invoices (facturas/CFDI) in compliance with SAT (Mexican tax authority) requirements and company policy.
- Reconcile invoices against orders, delivery tickets, and pricing agreements prior to billing.
- Monitor accounts receivable, follow up on outstanding balances, and support collections efforts.
- Process credit notes, billing adjustments, and payment applications as needed.
- Coordinate with the accounting/finance team to research and resolve billing discrepancies or disputes.
- Maintain accurate, well-organized billing files and documentation to support internal and external audits.
Customer Service
- Manage incoming calls and customer service inquiries from customers, transloading facilities, and carriers regarding orders, deliveries, and general questions.
- Act as a liaison for the company, providing product/service information and resolving emerging problems accurately and efficiently.
- Identify and assess customer needs to achieve satisfaction, building sustainable relationships and trust with customer accounts through open, interactive communication.
- Process purchase orders and track shipments from order creation through completion of delivery to the well site.
- Provide accurate, valid, and complete information using approved methods and tools, and consistent, timely status updates throughout the life of each order.
- Handle customer and carrier complaints, provide appropriate solutions and alternatives within established time limits, and follow up to ensure resolution.
- Keep detailed records of customer interactions, process customer accounts, and file supporting documentation.
- Gather and provide information related to MSDS/SDS, technical data sheets, and product samples.
- Confer with trucking companies and distribution center personnel to coordinate delivery logistics.
- Identify opportunities to support additional business and refer qualified leads to the sales team.
- Follow communication procedures, guidelines, and policies, and manage multiple orders and inquiries simultaneously across various stages of the delivery cycle.
- Set up and maintain new customer and carrier accounts.
- Go the extra mile to engage customers and ensure a positive experience.
Administrative
- Provide general administrative and office support, including recordkeeping, filing, and correspondence.
- Draft, format, and proofread correspondence, reports, and other documents in English and Spanish.
- Support the implementation and upkeep of administrative systems, procedures, and policies.
- Maintain organized digital and physical filing systems for orders, invoices, and customer records.
- Assist with special projects and other duties as assigned.
Qualifications- Bilingual: proficient in reading, writing, and speaking Spanish and English.
- Proven customer support, billing, or administrative support experience.
- Strong phone contact handling skills and active listening.
- Customer-oriented, with the ability to adapt and respond to different types of customer personalities.
- Excellent communication, presentation, and interpersonal skills.
- Strong multitasking, organizational, and time-management skills; ability to prioritize effectively.
- High attention to detail and accuracy, particularly with billing and documentation.
- Strong problem-solving skills, sound judgment, and a sense of urgency.
- Team player with a professional, courteous, and reliable demeanor.
- Honest, dependable, and self-motivated.
- Minimum 2 years of experience in customer service, billing, or administrative support; experience in logistics, oilfield services, or a related industry preferred.
- Working knowledge of invoicing/billing practices; familiarity with Mexican CFDI/factura requirements is a plus.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook) and standard office equipment.
- High school diploma or equivalent required; associate's or bachelor's degree in Business Administration, Accounting, or a related field preferred.
- Maintains a neat, clean, and professional appearance at all times.
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