Customer Service Representative

CUSTOMER SERVICE REPRESENTATIVE I, II, III JOB DESCRIPTIONMission of the Role(What you will be doing)The Customer Service Representative (CSR) provides consistent, high-quality customer experience and models exceptional service to create lasting partnerships by putting customers first. As a key relationship and communication link between the customer, sales, and operations teams, the CSR supports order processing, quoting, inventory coordination, and customer support to ensure timely, accurate, and in-spec delivery of products and services.CSR levels are distinguished by scope, complexity, autonomy, and the type of customer portfolio supported. CSR I focuses on foundational customer support and order entry with close guidance. CSR II independently manages a defined book of business, protects gross profit margins through pricing/spec accuracy, and resolves most issues with limited support. CSR III serves as a senior resource, handling the most complex accounts and escalations, coaching others, and partnering closely with Sales and Operations to drive customer retention and growth across SupplyOne’s core product categories.Customer Service Representative Levels (I, II, III) (How the role scales by level)CSR I (Entry) – Executes standard processes (order entry, basic quoting, customer inquiries) with training and oversight; escalates non-routine issues; builds product, system, and policy knowledge.CSR II (Intermediate) – Independently manages day-to-day support for assigned customers/house accounts; coordinates across departments to meet DIFOTIS expectations; maintains pricing/spec accuracy and protects margin; resolves most issues without assistance.CSR III (Senior) – Leads support for complex/high-impact accounts; owns escalations and root-cause follow-up; mentors/trains CSRs; drives process improvement and proactively identifies revenue, retention, and service-risk opportunities in partnership with Sales and Operations.CSR I — Key Duties & Accountabilities (Entry level)Key Duties & AccountabilitiesEssential FunctionsEnter and confirm customer orders accurately on the day received, following standard proceduresGenerate basic/standard quotes within 24–48 hours with guidance as neededRespond to customer calls and emails promptly; route non-routine requests to the appropriate resourceMaintain customer records and update the digital filing system dailyLearn and follow pricing, specification, and inventory processes; escalate exceptions and margin concernsUse phone/email etiquette standards; answer phones by the 3rd ring when assigned coverageFollow documented workflows for order entry, order acknowledgement, and basic issue trackingSupport new item set-up activities (e.g., tapoffs, proof routing/approval) with supervisionEscalate service issues, spec questions, credit/payment concerns, and expedited requests per policyCSR II — Key Duties & Accountabilities (Intermediate level)Key Duties & AccountabilitiesEssential FunctionsProcess and confirm orders and/or communicate what needs to be ordered, the day they are receivedGenerate standard quotes within 24 - 48 hours of receiptAnswer phones by the 3rd ring, and all emails by the end of each dayBuild, maintain, and keep price lists current to protect and maintain GP marginsMonitor customer order history to maintain GP marginsBuild accurate specs and inventory items within 24-48 hoursResolve customer problems and elevate issues immediately to an acceptable, timely, and appropriate resolutionMonitor customer min/max, open orders, back orders, and inventory levels alerting customers immediately to changes to deliver in full, on time, and in spec (DIFOTIS)Must frequently use independent discretion, judgment, and decision-making skills to achieve quality and performance standards in a fast-paced environmentServe as liaison with sales, purchasing, design, manufacturing and shippingProactively manage inbound leads and house accounts by identifying customer needs, recommending suitable products, and guiding them through the sales process.Support outside sales efforts by preparing sales materials, sharing customer insights, and assisting with quotes and order follow-ups.Update digital filing system daily.Prepare proposals and miscellaneous correspondenceFacilitate new item set up including tapoffs, proof approval etc.Maintain thorough customer recordsMonitor and resolve slow payment issuesAssist with slow-moving inventoryExpedite material based on customer needsUpsell and cross-sell where appropriate by understanding customer applications and offering tailored solutions.Follow up on open quotes, lost opportunities, and past customer activity to generate new sales and strengthen account relationships.CSR III — Key Duties & Accountabilities (Senior level)Key Duties & AccountabilitiesEssential FunctionsOwn service for complex/high-impact accounts, including multi-site programs, custom specs, and high-volume order flowLead escalations end-to-end (service failures, quality issues, pricing disputes), drive root cause actions, and communicate outcomes to stakeholdersServe as a pricing/spec margin guardian for the team; review exceptions and coach CSRs on accuracy and profitabilityPartner with Sales and Operations to identify retention risks, growth opportunities, and improvements to DIFOTIS performanceMentor/train CSR I and CSR II; support onboarding, job aids, and process improvement initiativesProvide expert guidance on proposals, new item set up, and complex specs/proof workflows; ensure cross-functional alignmentCoordinate with Purchasing/Manufacturing/Shipping to mitigate constraints, expedite when necessary, and proactively manage customer expectationsReview slow payment/credit issues with Finance and support resolution plans while protecting customer relationshipsDrive continuous improvement: analyze recurring issues, recommend corrective actions, and help standardize best practicesOrganizational Core Values (Behaviors and values that are essential to be successful in our environment)PEOPLE FIRST – Culture, Trust and Respect. Growth, Development. Collaborative, Accountable, Transparent.UNIQUE CUSTOMER SOLUTIONS – Listen, Understand. Innovate. Be Entrepreneurial.GROWTH FOCUS – S1 Results Driven. Continuous Improvement. Commercial Orientation.PASSION TO SERVE – Responsive to Customers. Servant Leadership. Empathetic, Compassionate, Sense of Urgency.AGILITY – Nimble, Flexible, Resilient. Open, Creative. Embrace Change.Educational/Training Requirements/Experience (What your background should look like)High School diploma/GEDBachelor’s degree in Business Administration, Supply Chain Management, Communications or related field or equivalent work experience preferredCustomer service experience preferred; level placement is based on demonstrated capability and scope of prior experienceTypical experience guidelines: CSR I: 0–2 years; CSR II: 2–5 years; CSR III: 5+ years (or equivalent experience managing complex accounts/escalations)Experience in manufacturing, distribution, packaging, or a related B2B environment preferredMinimum Skills, Knowledge & Ability Requirements Strong organizational skills; ability to prioritize tasksDemonstrated initiative in personal professional developmentBasic arithmetic including gross profit calculationsAttention to detail and accuracyProficiency in Microsoft Office including Excel, Word, PowerPoint and OutlookAbility to communicate effectively in writing, verbally over the phone, and in personMaintain regular and punctual attendanceFLSA Status - Varies by level and duties (confirm classification for CSR I, CSR II, and CSR III by location/entity)The physical demands and environmental conditions required for this position are typical of those found in normal office situations. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.CompensationThe final base pay offered to the successful candidate will be determined by factors such as work location, job-related skills, qualifications, experience, responsibilities, and relevant education and training. In addition to our compensation, we offer a comprehensive benefits package including the following:Bonus based on company performanceMedical, dental, and vision insurance401(k) retirement savings plan with company matchPaid time off (including vacation, company holidays, and parental leave)Employee Assistance Program (EAP)Other benefits such as life insurance, disability coverage, and wellness programs