[Hiring] Customer Service Compliance Specialist @Carboline

Role Description

The Customer Service Compliance Specialist is responsible for delivering high-quality customer service and operational support throughout the entire order lifecycle. This role plays a critical part in ensuring timely and accurate order entry, contract compliance, and project setup while collaborating closely with internal departments including Sales, Contracts Management, Credit, Project Administration, Field Operations, Logistics, and Accounts Payable. The representative acts as a liaison between external customers and internal teams, ensuring all documentation, approvals, and pricing align with company standards. Additionally, this position supports marketing efforts and promotes data accuracy and consistent customer satisfaction.

Essential Duties and Responsibilities:

• Handle high volumes of inbound calls and inquiries related to orders, project setup, and status updates.
• Review customer purchasing documents and submit to Legal via OnBase for compliance validation.
• Follow up with Contracts Management and field teams to secure outstanding contract approvals and redlined agreements.
• Coordinate with Accounts Payable for vendor onboarding and information verification.
• Collect and track pre-award documentation including bonds, insurance certificates, and W-9 forms.
• Conduct compliance reviews for new project setups to ensure contractual obligations are met.
• Maintain and submit accurate General Contracting sales reports and daily new order reports for Marketing.
• Accurately enter all orders into SAP on the same day they are received, ensuring completeness and accuracy.
• Communicate pertinent order and shipment information to Sales Reps and customers in a timely manner.
• Coordinate job site deliveries, ensuring efficient and accurate logistics scheduling.
• Monitor order fulfillment to ensure timely shipping and billing.
• Process product returns by collecting necessary details and securing proper approvals.
• Verify that discounted orders are supported by an approved Special Price Form.
• Issue credit memos within three business days of receiving necessary approvals.
• Maintain a customer service error rate of no more than 1%, striving for zero.
• Demonstrate a comprehensive understanding of interfacing functions, including Credit, Accounting, Inventory, and Purchasing.
• Stay informed and compliant with company policies and operational procedures.
• Build and sustain professional relationships with internal departments, Sales Reps, and external customers.
• Complete special projects and reports with a high degree of accuracy and timeliness.

Qualifications

• Bachelor's degree from four or 5-year college or university.
• Office/Business support background with 3+ years’ experience in a high-paced office environment.

Requirements

• SAP experience preferred.
• Customer Service background.
• Basic computer skills.
• Ability to calculate figures and amounts such as discounts and percentages.
• Ability to solve problems.
• Possess excellent verbal and written communication skills.
• Must have excellent phone skills.
• Must be well organized and keep clear, concise records.
• Proactive and look for areas of improvement.
• The high degree of flexibility and ability to multitask.
• Must be a team player and possess a “can do” attitude.
• Analytical abilities (recognize errors, evaluate trends, anticipate difficulties).
• Excellent communication skills with the ability to read, write and communicate fluently in English.

Benefits

• Health insurance.
• Paid holidays.
• Paid time off.
• 401(k) with company match.
• Company Pension Plan.
• Continuing education.