Customer Service & Order Specialist

Position Summary KR Automation, Inc. is seeking a highly organized, dependable, and detail-oriented Customer Service & Order Specialist to support daily business operations, customer communications, and administrative functions. This position will serve as a central point of contact for incoming customer inquiries while assisting the sales team, repair department, and management with day-to-day responsibilities. The ideal candidate will possess excellent communication skills, strong organizational abilities, and the initiative to independently manage multiple tasks and follow through to completion. Essential Duties & Responsibilities • Monitor and manage the company's shared sales email inbox, ensuring incoming messages are responded to, assigned, or directed to the appropriate personnel in a timely manner. • Answer incoming phone calls professionally, assist customers with general inquiries, and direct calls to the appropriate department or employee. • Monitor and respond to customer inquiries submitted through the company website. • Identify prospective customers and direct new sales opportunities to the designated Sales Representative. • Maintain accurate records of customer communications and ensure outstanding inquiries receive appropriate follow-up. • Process customer purchase orders and prepare accurate and detailed quotes/sales orders/invoices, following established company procedures, and ensuring all pricing, product specifications, availability, and other relevant information are verified prior to submission. • Follow up with customers regarding outstanding sales quotes, obtaining updates and communicating customer responses to the sales team.

• Assist customers with locating and sourcing industrial automation parts, including researching availability, obtaining pricing, and coordinating purchases through approved suppliers. • Monitor outstanding customer requests and follow through to ensure timely resolution. • Assist the sales team and management with miscellaneous tasks as needed. • Assist in monitoring and tracking customer repair orders. • Coordinate with repair technicians and management to obtain repair status updates. • Communicate repair progress, estimated completion dates, and other relevant information to customers as needed. • Conduct weekly inventory checks of office, warehouse, shipping, and general operational supplies and maintain appropriate supply levels by preparing and placing orders with approved vendors. • Monitor supply usage and identify opportunities to reduce unnecessary purchasing or expenses. • Prepare and distribute monthly customer account statements. • Provide customers and vendors with requested business documentation, including W-9 forms, tax exemption certificates, and other standard company documents. • Maintain organized electronic records and assist with general documentation and filing. • Perform additional administrative and operational duties as assigned by management. Qualifications & Requirements • Previous experience in office administration, customer service, sales support, or a similar position preferred. • Excellent verbal and written communication skills. • Strong organizational skills with the ability to manage multiple priorities and meet deadlines. • Proficiency with computers, email, Microsoft Office, and general business software. • Ability to learn inventory management, accounting, and customer relationship management systems. • Strong attention to detail and accuracy when handling customer orders, documentation, and communications. • Ability to work independently, take initiative, and follow tasks through to completion. • Professional, courteous, and customer-focused attitude. • Ability to maintain confidentiality regarding customer information, pricing, business operations, and company records. • Familiarity with industrial automation equipment or electrical components is beneficial but not required. Preferred Skills & Characteristics • Self-Motivated: Recognizes tasks that need attention and takes appropriate action without constant supervision. • Organized: Effectively manages emails, follow-ups, purchasing responsibilities, and administrative deadlines. • Detail-Oriented: Maintains accuracy when processing information, coordinating orders, and tracking customer requests. • Dependable: Consistently completes assigned tasks and follows through on outstanding matters. • Adaptable: Comfortably transitions between customer service, sales support, purchasing, and administrative duties. • Team-Oriented: Communicates effectively with coworkers and supports multiple departments as needed. • Problem-Solver: Demonstrates resourcefulness and sound judgment when addressing routine customer or operational issues. Performance Expectations The Customer Service & Order Specialist will be expected to: • Maintain timely, professional, and accurate communication with customers and vendors. • Ensure incoming inquiries are properly addressed, assigned, or escalated without unnecessary delays. • Consistently follow up on outstanding quotes, orders, customer requests, and repair-related matters. • Maintain adequate operational supplies while adhering to established purchasing procedures. • Keep accurate and organized records of assigned responsibilities. • Demonstrate initiative, accountability, and effective time management. • Support management by independently handling assigned recurring administrative and operational duties.