Customer Service Representative / Procurement Officer

Job Summary:

As a Customer Service Representative, you will serve as the primary point of contact for customers, providing quotations, order acknowledgments, and exceptional support for the resolution of technical issues, and answer product-related inquiries.

You will collaborate closely with Engineering Services, Sales, and operations teams to deliver timely solutions, ensure customer satisfaction, and maintain strong client relationships.

This role requires excellent communication skills, and a commitment to providing world-class customer service. It is also understood that the CSR will be assigned tasks on a daily basis by the Operations Manager(s), and Business Development Manager(s).

Responsibilities:

• Collaborate with BDMs and qualify customer inquiries based on Swagelok standards
• Generate quotes based on part numbers provided by customers and/or identified based on descriptions; prepare and provide price and delivery information in an acceptable format to the end customer
• Confirm and verify part numbering (as required) with the Technical Support Team and/or Engineering Services
• Tag customer’s projects in SAP B1
• Manage orders and enter them into SAP and review delivery schedule from the Factory/suppliers
• Communicate lead times (including any changes) to Customers
• Handle and process Customer and Team emails and calls
• Attract potential customers and provide high quality service to customers by answering product and service questions; provide information about other Swagelok and third-party adjacent products and services
• Handle customer complaints, examine root cause, and suggest corrective action(s). Enter all complaints into SAP.
• Inform Customers’ of promotions as well as identifying upselling opportunities
• Preparing proforma invoices* and uploading of these to customer portals* (*as applicable)
• Liaise with key teams including Sales, Finance, Logistics, Warehouse, Engineering Services, Technical Support to effectively process quotes and orders
• Monitor shipment tracking and order expediting** and ensure feedback is provided to Customers and/or other internal Teams e.g., Sales, Engineering Services, Custom Solutions etc. (**Basic expedites only)
• Ensure accurate filing of closed orders and customer correspondence into SharePoint/Shared Drive
• Performs other related duties as required and assigned.
• Responsible for assigned key performance indicators, which include On-Time Delivery, Customer Response Times, and Average Unread Emails
• Monitor widgets & reports daily to ensure accurate information is provided to Customer(s)
• Coordinate with suppliers for third-party products (enquiry stage only)

Job Requirements

• English fluency is a MUST
• Bachelor’s degree
• Preferably:
• Held a similar role with 2 years’ experience
• Technical/Engineering based education and/or work experience
• Ability to work independently and as part of a team
• SAP experience is a MUST
• Strong phone presence and experience making calls
• Customer service focus with prompt response time to customer needs
• Highly skilled in verbal and written communication skills
• Highly proficient in English speaking and written skills
• KSA/NA: Highly desired – Arabic speaking and written communication skills
• Strong computer skills and prior experience with a CRM database
• Excellent organizational skills and attention to detail
• Strong analytical and problem-solving skills
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Proficient in Microsoft business applications (Word, Excel, PowerPoint, and Outlook)
• Ability to act with integrity, professionalism, and confidentiality.

Working Conditions:

Work Hours: This is a full-time position, typically requiring 40 hours per week, 8 hours a day, Sunday through Thursday. After the successful completion of the initial 90-day period or once the associate demonstrates the ability to work independently, there is flexibility to work remotely one day per week.

Work Environment: This position operates in a professional office environment.

Background Check: Employment is contingent upon successful completion of a background check.

Driver’s License: A valid driver’s license is required for this position. Access to reliable transportation is essential.

Physical Requirements: This position is primarily sedentary and involves extensive use of computers. The associate must be able to sit for extended periods of time, focus on a computer screen, and perform repetitive tasks such as typing and data entry. Occasional walking, standing, or lifting of office materials (typically up to 10 lbs.) may be required.

Travel Requirements: Occasional travel to other company offices is required depending on business needs.

Disclaimer:

This job description is intended to provide a general overview of the position and does not include every task or responsibility that may be required. Duties and responsibilities may change based on business needs. Employment is at-will, unless otherwise stated in a written agreement, and complies with all applicable federal and New Jersey state laws.

Application Question(s):

• How many years of experience do you have in Facility Management, Supply Chain, Industrial Operations?
• How many years of experience do you have in procurement or purchasing in industrial companies?
• What makes you the ideal candidate for this position?
• Rate your English fluency from 1 to 5. Where 1 (lowest) is A1 and 5 (highest) is C1 fluency.
• How long is your notice period?
• What is your REQUESTED NET salary?

Work Location: In person