Administrative Assistant and Customer Service Support

Published: 6/14/2022

Job Description

Chamberlain is looking for an experienced Administrative Assistant and Customer Service Support professional to perform various front office functions including general administrative duties, light accounting functions, and customer service support. This position provides an opportunity to participate in multiple office and customer service functions in a manufacturing environment as a key contributor while positioning oneself for growth within the company.

Responsibilities include:

Administrative Support

Professionally and courteously answer phone calls and greet visitors (as part of a team)
Assist with daily review of factory operators’ time tracking, identifying errors and variations from policy; work with operators and make time corrections
Assist with issuing material to jobs, preparing cost reports and receipt to finished goods as directed
Scan job travelers and quality documents; name and save to appropriate folders
Assist Accounts Payable with printing emailed invoices, verifying quantity received and approvals, and entering into the ERP system
Assist with invoicing shipments in the ERP system and uploading or emailing invoices to customers
Assist with posting cash receipts to customer accounts
Perform other administrative and finance functions as assigned

Customer Service Support

Enter orders and instructions into the ERP system with a high degree of accuracy
Monitor records in the ERP system throughout order fulfillment to facilitate accurate processing of customer orders and identify potential issues or delays
Research order status in response to customer inquiries, verify all aspects of the items ordered and modify orders as needed
Assist with issuing purchase orders, tracking job status and communicating with vendors and internal customers
Schedule and prepare products and paperwork for product shipments, both domestic and international
Upload quality documentation to customer portals
Assist CSRs with courteous, friendly, prompt and helpful customer communications
Perform other customer service functions as assigned

Required Skills and Experience:

High school diploma or equivalent; associate or bachelor's degree preferred
Previous administrative or customer service experience, preferably in a manufacturing business environment
Aptitude to learn the technical aspects of custom-engineered product lines and understand how these products are used in customer applications
Detail oriented with strong communication and data entry skills
Ability to work well cross functionally with all levels of customers and internal departments
Strong organizational skills with the ability to handle high transaction volume with a high degree of accuracy
Ability to work effectively both independently and as part of a team
Ability to prioritize and manage time effectively in fast paced environment
Ability to maintain a friendly, positive demeanor and build rapport with internal and external customers
Strong software skills with MS Office and the ability to become proficient in new software platforms

Work Environment

Safety glasses and hearing protection required when on the manufacturing floor. The use of additional personal protective equipment (PPE) may occasionally be required.

Expected Hours of Work

Flexible work schedule Monday through Friday between the hours of 6:00am – 6:00pm. Overtime is regularly available.

Company DescriptionChamberlain Machine is an industry leader in high precision CNC machining. We passionately believe in treating people with respect, pushing technology for innovation, and growing as individuals and as a company while helping our customers succeed. We are located in the beautiful Connecticut River Valley with easy access to the mountains and lakes of Vermont and New Hampshire. Many recreational activities are close by including hunting, fishing, major ski areas and motor sports facilities. Good schools and affordable housing make this a great place for families.

We offer a highly competitive benefits package to round out our total compensation plan:

11 Paid Holidays
Generous PTO Plan
Health Insurance with prescription drug coverage, a Health Savings Account contribution and a Health Reimbursement Account combine for minimum out of pocket to the employee, or choose the option for an opt-out incentive
Short Term Disability and Life Insurance company paid
Vision Benefit company paid
401(k) plan with 3% safe harbor and 1% match, PLUS annual discretionary profit sharing and bonus plans
Employee Referral Bonus Program
Educational Assistance Program

Company Description

Chamberlain Machine is an industry leader in high precision CNC machining. We passionately believe in treating people with respect, pushing technology for innovation, and growing as individuals and as a company while helping our customers succeed. We are located in the beautiful Connecticut River Valley with easy access to the mountains and lakes of Vermont and New Hampshire. Many recreational activities are close by including hunting, fishing, major ski areas and motor sports facilities. Good schools and affordable housing make this a great place for families. \r\n\r\nWe offer a highly competitive benefits package to round out our total compensation plan:\r\n\r\n11 Paid Holidays\r\nGenerous PTO Plan\r\nHealth Insurance with prescription drug coverage, a Health Savings Account contribution and a Health Reimbursement Account combine for minimum out of pocket to the employee, or choose the option for an opt-out incentive\r\nShort Term Disability and Life Insurance company paid\r\nVision Benefit company paid\r\n401(k) plan with 3% safe harbor and 1% match, PLUS annual discretionary profit sharing and bonus plans\r\nEmployee Referral Bonus Program\r\nEducational Assistance Program