Executive Assistant/Customer Service Representative
6 days ago
Hillside
Job Description Job Title: Executive Assistant / Customer Service Representative Location: Hillside, NJ Reports To: President Salary Range: $65,000 – $70,000 Position Overview: We are seeking a highly organized, proactive, and detail-oriented individual to join our team as an Executive Assistant / Customer Service Representative. This hybrid role provides critical support in two key areas: * Customer Service Support – assisting customers and sales representatives with orders, inquiries, and logistics coordination. * Executive Assistance – supporting the President with calendar management, travel arrangements, and daily reminders to ensure smooth scheduling and organization. The ideal candidate is a problem-solver who thrives in a fast-paced environment, can manage multiple priorities, and communicates effectively across departments and with external partners. Key Responsibilities: Customer Service Support * Serve as a backup to the Customer Service team, handling inbound inquiries from customers and sales representatives. * Enter and process sales orders accurately into the ERP system. * Communicate with customers, carriers, and warehouse staff to coordinate shipments, confirm delivery schedules, and resolve logistics issues. * Support shipping and logistics coordination between production, warehouse, and customers. * Assist with freight claims, shipping discrepancies, and follow-up on open orders. * Collaborate cross-functionally with production, accounting, and operations to ensure customer satisfaction and timely fulfillment. Executive Assistance * Manage the President’s calendar, including scheduling meetings, coordinating calls, and setting reminders. * Arrange domestic and international travel, including flight bookings, accommodations, and detailed itineraries. * Provide timely reminders and updates for key meetings, deadlines, and deliverables. * Screen calls and emails, prioritize correspondence, and prepare responses or follow-up as needed. * Assist with administrative tasks and special projects as assigned by the President. General Administrative Support * Answer and route phone calls; respond to inquiries professionally and efficiently. * Prepare and send professional correspondence and email communications. * Maintain accurate records, files, and documentation for both customer and executive needs. * Identify and implement process improvements to enhance efficiency across customer service and administrative functions. Qualifications: * 5+ years of experience in Customer Service, Administration, or Executive Support. * Strong organizational and multitasking skills with attention to detail. * Excellent written and verbal communication skills. * High level of professionalism, discretion, and confidentiality. * Proficient in Microsoft Office (Outlook, Excel, Word); experience with ERP systems a plus. * Strong problem-solving skills and ability to manage shifting priorities. * Positive attitude, flexibility, and ability to work collaboratively across teams. * Authorized to work in the U.S. Work Environment: * Full-time, in-person position based in our Hillside, NJ office. * Primarily office-based with periodic interaction in warehouse environments. Physical Requirements: * Regularly required to sit, stand, walk, and move about the facility. * Occasionally required to lift, push, pull, or move items up to 25–50 pounds. Comprehensive Benefits: * Health Insurance – Medical / Dental / Vision * Life Insurance * 401(k) Retirement Plan * Paid Vacation / Sick Days * Flexible Spending Account (FSA) * Dependent Care Flexible Spending Account (DCFSA)