Order Intake Specialist

Customer Service Intake Specialist

Customer Service Department

Job Title: Customer Service Intake Specialist

Department: Customer Service

Reports To: Manager

Location: In office

Career Path: Entry-level position with potential advancement for high performers

Job Overview

We are seeking a motivated and detail-oriented individual to join our Customer Service Department in an entry-level role with exceptional growth potential. This position is specifically designed for someone who is eager to learn, takes initiative, and aspires to develop into a leadership role (3-5 year).

You will start by mastering the fundamentals of customer service intake coordination, and as you demonstrate your capabilities, you will progressively take on greater responsibilities. This is an excellent opportunity for individuals who want more than just a job—they want a career with potential for advancement and the chance to make a meaningful impact on team performance and customer satisfaction.

What Makes This Role Different

This is not a dead-end position. We are intentionally hiring someone at the entry level with potential to grow. If you demonstrate drive, capability, and commitment, you will be given increased responsibilities. We're looking for someone who:

• Wants to build a career, not just fill a job

• Takes ownership and proactively solves problems

• Seeks out opportunities to learn and improve

• Thrives in a fast-paced, dynamic environment

• Has the ambition and capability to assist with greater capacity as time goes on

Starting Responsibilities (Entry-Level Phase)

In your first phase, you will focus on mastering the core operations of our Customer Service Intake function. These foundational tasks are essential to understanding how our department operates and will prepare you for greater responsibilities:

Order Processing & Client Communication

• Receive and process new orders from clients via Outlook

• Confirm receipt of orders with clients promptly and professionally

• Check WebTitle's internal data system for possible prior work completed

• Open new orders and accurately enter data into WebTitle's internal data housing system

• Send corresponding orders out to the field for research

Order Tracking & Client Support

• Track orders in the field until returned, ensuring nothing falls through the cracks

• Assist clients with various questions or concerns

• Regularly interact with field vendors, clients, and WebTitle employees

• Represent WebTitle Agency in a professional manner and maintain positive relationships both internally and externally

Learning & Development

• Stay informed of new processes and procedures

• Proactively identify opportunities to improve workflows and efficiency

• Learn all roles within the Customer Service Department to build comprehensive knowledge

• Assist with other various tasks of the Customer Service Department as deemed appropriate

Skills & Qualifications Required

• Strong Attention to Detail: Exceptional accuracy in data entry and order processing

• High Memory Retention: Ability to retain and recall important information, processes, and client details

• Excellent Communication Skills: Strong verbal and written communication skills for interacting with customers, vendors, and team members

• Adaptability & Quick Learning: Ability to learn and adjust quickly in a fast-paced, dynamic environment

• Technological Proficiency: Proficient with Microsoft Office (especially Outlook) and Green Folders

• Problem-Solving & Initiative: Ability to identify issues, think critically, and take ownership of solutions

• Availability: Able to work a standard 40 hours per work week

Preferred Qualifications

• Customer service experience in any capacity (demonstrates service mindset)

• Any previous leadership experience, even in informal settings (team captain, volunteer coordinator, etc.)

• Knowledge of or interest in the NY real estate title industry

• Familiarity with WebTitle products and services

What You'll Gain from This Role

• Industry Knowledge: Comprehensive understanding of the real estate title industry

• Mentorship: Direct support and guidance from experienced managers committed to your growth

• Impact: The opportunity to make a direct, measurable impact on team performance and customer satisfaction

The Ideal Candidate

The right person for this role is someone who:

• Sees this as a career opportunity, not just a paycheck

• Asks "What can I learn?" rather than "What do I have to do?"

• Takes pride in their work and strives for excellence

• Is coachable, receptive to feedback, and committed to continuous improvement

• Has the ambition to lead and the humility to learn

• Thrives on challenge and sees obstacles as opportunities

If this sounds like you, we want to hear from you. This is your chance to build a meaningful career with a company that invests in your growth and success.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Bereavement leave
• Dental insurance
• Dependent health insurance coverage
• Disability insurance
• Employee assistance program
• Employee discount
• Free parking
• Health insurance
• Health savings account
• Life insurance
• On-the-job training
• Opportunities for advancement
• Paid sick time
• Paid time off
• Referral program
• Vision insurance

Work Location: In person