Customer Service Administrator

Vintti bridges the staffing gap for US businesses with a unique focus on time zone compatibility. We source top talent from Latin America, offering companies access to professionals who are available during standard US working hours. This alignment eliminates the need for off-hour communications and allows for integrated teamwork, as if all team members were in the same office.

A Customer Service Administrator plays a crucial role in ensuring customer satisfaction by handling various administrative tasks related to client interactions. They are responsible for managing customer inquiries, resolving complaints, and maintaining accurate records of customer communications. This role often involves coordinating with different departments to address customer needs effectively and providing comprehensive support to enhance the overall customer experience. With strong communication skills and attention to detail, a Customer Service Administrator helps in fostering positive relationships between the company and its clients.

- High school diploma or equivalent; associate or bachelor’s degree preferred
- Proven experience in a customer service or administrative role
- Proficient in Microsoft Office Suite (Word, Excel, Outlook)
- Familiarity with CRM systems and practices
- Strong verbal and written communication skills
- Excellent problem-solving and multitasking abilities
- Ability to handle high-pressure situations calmly and effectively
- Strong organizational skills and attention to detail
- Ability to work independently and as part of a team
- Positive attitude and a customer-oriented mindset
- Ability to handle sensitive information with discretion
- Familiarity with order processing and tracking systems
- Basic understanding of billing procedures and payment processes
- Flexibility to work occasional evenings, weekends, or holidays as needed
- Strong time management skills and ability to prioritize tasks
- Willingness to participate in ongoing training and professional development
- Previous experience in a role requiring coordination with multiple departments
- Knowledge of industry-specific products or services is a plus
- Ability to adapt to evolving customer service technologies and practices

- Respond to customer inquiries via phone, email, and chat
- Process orders and returns
- Update customer accounts with relevant transaction details
- Resolve product or service problems
- Coordinate with various departments for issue escalation
- Maintain and update CRM system customer records
- Monitor and track orders and deliveries
- Inform customers of delays or issues
- Compile and generate reports on customer feedback and trends
- Assist with customer onboarding and provide support
- Conduct follow-up calls for service satisfaction
- Handle billing inquiries and process payments
- Provide product information and recommendations
- Participate in team meetings and training sessions
- Collaborate with team members to improve processes
- Ensure compliance with company policies and quality standards
- Maintain a clean and organized work environment

The ideal candidate for the Customer Service Administrator role will be a highly organized and detail-oriented professional with proven experience in customer service or an administrative capacity. They should possess exceptional verbal and written communication skills, enabling them to interact with customers empathetically and effectively. Adept at problem-solving and multitasking, the candidate must remain calm under pressure and handle sensitive information with the utmost discretion. Familiarity with CRM systems, Microsoft Office Suite, and order processing and tracking systems is essential. The ideal candidate will be proactive, with strong time management skills, and a collaborative team player who also thrives working independently. They should demonstrate a high level of professionalism, adaptability to evolving technologies, and a commitment to continuous learning and professional development. A positive, customer-oriented mindset, resilience in resolving issues, and the ability to provide clear and concise information will set them apart. Flexibility to work occasional evenings, weekends, and holidays as needed, along with a basic understanding of billing procedures, will also be vital for success in this role.

- Respond to customer inquiries via phone, email, and chat in a timely and professional manner
- Process orders and returns accurately and efficiently
- Update customer accounts with relevant information and transaction details
- Resolve product or service problems by clarifying customer complaints, determining the cause, selecting and explaining the best solution, and following up to ensure resolution
- Coordinate with various departments to address customer needs and issues that require escalation
- Maintain and update customer records in the CRM system
- Monitor and track the progress of orders and deliveries, keeping customers informed of any delays or issues
- Compile and generate reports on customer feedback, activities, and trends
- Assist with customer onboarding and provide ongoing support for new customers
- Conduct follow-up calls and outreach to assess service satisfaction and gather feedback
- Handle billing inquiries and process payments
- Provide product information and recommendations to customers
- Participate in team meetings and training sessions to stay updated on products, services, and policies
- Collaborate with team members to improve processes and enhance the customer experience
- Ensure compliance with company policies, procedures, and quality standards in all customer interactions
- Maintain a clean and organized work environment

- Strong attention to detail
- Exceptional communication skills, both verbal and written
- High level of empathy and customer-oriented mindset
- Proactive problem-solving capabilities
- Ability to manage multiple tasks efficiently
- High degree of professionalism and discretion
- Adaptability to changing environments and technologies
- Strong team collaboration skills
- Ability to work well under pressure
- Positive and enthusiastic attitude
- Self-motivated and capable of working independently
- Commitment to ongoing learning and development
- Strong organizational and time management skills
- Resilience and persistence in resolving customer issues
- Tech-savvy with a good grasp of software tools and systems
- High patience and ability to handle difficult situations calmly
- Ability to provide clear and concise information to customers
- Strong sense of accountability and reliability

- Competitive salary range commensurate with experience
- Health, dental, and vision insurance
- 401(k) retirement plan with company match
- Paid time off (PTO) including holidays, vacation, and sick days
- Flexible work schedule options
- Opportunities for remote work or telecommuting
- Company-sponsored wellness programs
- Tuition reimbursement and professional development opportunities
- Employee discounts on company products and services
- Performance-based bonuses and incentives
- Career advancement and growth opportunities
- Support for obtaining relevant certifications and further education
- Access to employee assistance programs
- Collaborative and supportive work environment
- Regular team-building activities and events
- Comprehensive onboarding and training programs
- Parental leave and family-friendly work policies
- Life and disability insurance options
- Transportation and commuter benefits