Customer Account Coordinator

California Dairies Inc•Fresno, CA

21d•Onsite

About The Position

Execution of orders from inception of contracts through final product and documentation distribution. Must have the ability to get along with co-workers, management personnel, customers, vendors, and employees in accordance with the company policies and working rules while ensuring a harmonious and conducive work environment. Essential Functions Review and process all new contracts.Create contract confirmations, Proforma invoices, or any other documents required to execute a contract. Process all contracts and SO's for related shipments. Communicate any changes to customers and appropriate parties (I.e., production, plant, sales etc.). Allocate product to orders. Review purchase orders, shipping instructions and any associated templates received from customer or sales and obtain any missing/necessary information. Create and process documentation for each contracted shipment (i.e., Necessary Government certificates). Scan, make copies and prepare courier packages to send documents to customers. File AES through ACE Secure Data Portal for necessary contracts (U.S. Customs and Border Protection). Print, sign, stamp and send out documentation to customers as necessary. Partner with designated team member to review drafted LC for compliance. Prepare documentation to LC guidelines to present to the bank for payment. Prepare and review shipping instruction details for necessary documents.Review Ocean BOL’s for vessel shipments as necessary. Handle dispatching of load to appropriate carriers (i.e., England, American, etc.). Request Rate for spot loads with Logistics Coordinator as needed. Review shipping logs from carriers to confirm loads are shipped accordingly. Provide weekly contract/shipment status updates to all customers for all contracts. Share and communicate booking information with customers. Address any concerns that may arise regarding shipping information with the Logistics Team.Ensure that pricing information is captured accurately on all contracts that are processed. Prepare credits and/or rebills as necessary for (i.e. split shipments, damage bags etc.). Assist in gathering information for Technical Services Team on claims, damages or credits. Partner with Technical Services team to process customer complaints.Promptly manage all customer communications, issues, and complaints.Must respond to emails within a 24-hour period of receipt. Must answer phones in a timely manner. Work with accounting team regarding prepayments of shipments. Perform other duties as assigned.

Requirements

Excellent computer skills with working knowledge of Excel, Word, Outlook and Navision programs.
Proficiency in operation of 10 Key Calculator.
Ability to effectively utilize all suitable forms of communication skills.
Ability to problem solve, while thinking collaboratively.
Strong data entry skills and attention to detail.
Ability to prioritize work and multitask.
Must demonstrate good judgement when carrying out duties as assigned.
High School diploma/GED or higher.
2 years related office experience.
English is required as the written and spoken language.
A well-modulated tonal volume is required with excellent dictation skills needed.
This job may require frequent communication with personnel, customers and regulatory representatives.

Responsibilities

Review and process all new contracts.
Create contract confirmations, Proforma invoices, or any other documents required to execute a contract.
Process all contracts and SO's for related shipments.
Communicate any changes to customers and appropriate parties (I.e., production, plant, sales etc.).
Allocate product to orders.
Review purchase orders, shipping instructions and any associated templates received from customer or sales and obtain any missing/necessary information.
Create and process documentation for each contracted shipment (i.e., Necessary Government certificates).
Scan, make copies and prepare courier packages to send documents to customers.
File AES through ACE Secure Data Portal for necessary contracts (U.S. Customs and Border Protection).
Print, sign, stamp and send out documentation to customers as necessary.
Partner with designated team member to review drafted LC for compliance.
Prepare documentation to LC guidelines to present to the bank for payment.
Prepare and review shipping instruction details for necessary documents.
Review Ocean BOL’s for vessel shipments as necessary.
Handle dispatching of load to appropriate carriers (i.e., England, American, etc.).
Request Rate for spot loads with Logistics Coordinator as needed.
Review shipping logs from carriers to confirm loads are shipped accordingly.
Provide weekly contract/shipment status updates to all customers for all contracts.
Share and communicate booking information with customers.
Address any concerns that may arise regarding shipping information with the Logistics Team.
Ensure that pricing information is captured accurately on all contracts that are processed.
Prepare credits and/or rebills as necessary for (i.e. split shipments, damage bags etc.).
Assist in gathering information for Technical Services Team on claims, damages or credits.
Partner with Technical Services team to process customer complaints.
Promptly manage all customer communications, issues, and complaints.
Must respond to emails within a 24-hour period of receipt.
Must answer phones in a timely manner.
Work with accounting team regarding prepayments of shipments.
Perform other duties as assigned.