Customer Service Administrator in Vista, CA at Volt

Date Posted: 6/13/2019

Job Snapshot

Job Description

This position is responsible for maintaining customer relationships by building rapport, providing daily customer communication, and organizing processes related to the operations and the overall customer service experience. Additionally, this position is responsible for managing and supporting customer accounts through the sales process, providing quotes and administering contracts. This position will also be responsible for scheduling, answering a high volume of customer calls, and providing administrative support to department leads and personnel.

Essential Functions and Secondary Functions

Essential Functions

  1. Answer high volume of incoming customer calls and responds to inquiries regarding scheduling and delivery issues, product problems, service questions and general concerns.
  2. Accurately logs customer interactions and transactions and follows up with requests and unresolved issues.
  3. Facilitates Sales Orders process to ensure timely delivery.
  4. Administers and tracks service agreements, contract proposals and renewals.
  5. Prepares and submits quotes, cost and sales price estimates based on customer specifications, work standards, and costing.
  6. Maintains customer database and client files.
  7. Prepare and distribute service metrics and activity reports on a monthly/weekly basis.
  8. Interface with the accounting department to resolve client billing issues.
  9. Assists leadership team in creating functional strategies to develop budgets, policies and procedures.
  10. Performs administrative duties such as creating forms, scheduling meetings and arranging travel/transportation.

Secondary Functions

  1. Assists sales, production, inventory, accounting and leadership team with various tasks and projects.
  2. Assists shipping department with incoming and outgoing mail.
  3. Creates marketing literature.
  4. Maintain a workspace in a clean, safe, and orderly fashion.
  5. Performs other reasonable duties as assigned.

Organizational Account-abilities

  1. Leadership:

Acts in a self-directed manner; takes action before being directed by others or forced by events. Seizes opportunities and is proactive in avoiding potential problems. Learns from own mistakes; adapts to changing conditions; takes on challenging or difficult assignments. Inspires excellence and commitment in others.

  1. Teamwork:

Demonstrates ability to work harmoniously with others to get a job done. Attitude promotes positive work environment; respects others; resolves issues and conflicts. Communicates effectively with team members and provides constructive suggestions to improve team performance. Listens to feedback with an open-mind.

  1. Integrity and Trust:

Is widely trusted and seen as truthful; presents the facts in an appropriate and professional manner; keeps confidences; admits mistakes; does not misrepresent himself or herself for personal gain.

  1. Accountability and Drive:

Makes meaningful decisions and takes calculated actions based on company goals. Overcomes obstacles and challenges to bring about strategic change. Identifies potential problems/opportunities and plans contingency actions. Effectively delegates and holds others accountable.

  1. Mission:

Shares in and displays a commitment to the mission and philosophy of Enaqua; provides excellent internal and external customer service. Actions and decision-making exemplify the mission, demonstrate cultural sensitivity, dedication, and compassion, and are in the best interests of Enaqua, its staff, and its customers.


Education and Certifications

  • High school diploma or equivalent is required.
  • Valid driver’s license is required.


  • Minimum 3 years related experience and/or training, or equivalent combination of education and customer service experience is desirable.
  • Knowledge of Microsoft Office suite (Word, Excel, Outlook & Access).
  • Knowledge of Sage 100 ERP preferred.

Knowledge, Skills, and Abilities

  • Knowledge:
    • Knowledge of company policies, products, and services.
    • Understanding of Customer Relation Management (CRM) Practices
    • Knowledge of Microsoft Access highly desired.
  • Skills and Abilities:
    • Ability to effectively communicate with customers and coworkers in English verbally and in writing.
    • Proficiently read, write, use proper grammar, edit and proofread.
    • Plan and organize multiple tasks under deadline pressure.
    • Proficiently use software programs including Microsoft Word, Excel, Outlook, Power Point, Access as well as basic internet operations.
    • Be able to perform well under deadline pressure.
    • Ability to work in a team environment.
    • Maintain a high level of accuracy and attention to detail.
    • Maintain paperwork in a near, organized manner.
    • Effectively handle multiple, potentially conflicting, situations.
    • Follow instructions completely and accurately.

Physical Requirements

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

The employee is occasionally required to:

  • Lift and/or move items up to 10 lbs.

Working Conditions

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

  • Work environments typically include:
    • Indoor and outdoor environments, primarily in a controlled office environment.
    • Construction environments, with potential exposure to hazardous materials and chemicals, gasses and fumes, dust, moderate noise, and heavy equipment and vehicles.

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Volt is an equal Opportunity Employer.