Customer Service Specialist (New York)
The Customer Service Specialist manages customer orders from receipt through fulfillment and billing, ensuring accuracy and timely communication. This entry-level role involves using SAP and Excel to process orders, monitor logistics, and resolve discrepancies while providing excellent customer support in a hybrid work environment.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, an importer and distributor of food products in the United States (food distribution).
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
About the role
Confidential Client is hiring an entry-level Customer Service Specialist to manage customer orders from purchase order receipt through fulfillment and accurate final billing. You will report to the Customer Service Supervisor. Training and day-to-day guidance will be provided — extensive logistics experience is not required. This is a hybrid role based in Manhattan, NY (Financial District office).
What you will do
- Receive, review, enter, and update customer purchase orders in SAP, verifying item codes, quantities, pricing, delivery details, and customer instructions
- Check orders against approved commercial terms and company policies (lead times, order minimums, pallet configurations) and flag discrepancies to your supervisor
- Work with inventory to check availability, identify shortages, and communicate approved order adjustments to customers
- Monitor open orders with logistics reports, follow up internally on delays, and provide customers with status updates
- Act as the primary point of contact for assigned customers on order confirmations, availability, changes, shipment status, and delivery questions
- Monitor EDI order, confirmation, and invoice transmissions; identify missing/incorrect data and help resolve errors
- Verify that orders, fulfillment records, and billing data agree so final invoices are accurate; escalate discrepancies before invoice closure
- Record customer complaints, shortages, damages, and return requests, and route them for review with supporting documentation
- Maintain accurate SAP records and Excel trackers; escalate exceptions promptly
What you bring
- Strong working knowledge of Excel for data entry, sorting, filters, and basic formulas (lookup functions and pivot tables are a plus)
- Basic SAP navigation, data entry, and order processing experience or exposure (training, coursework, internships, or prior roles)
- Comfortable managing customer emails, calendars, and follow-ups in Outlook
- Clear written and verbal English, strong attention to detail, and dependable follow-through
- Ability to manage multiple priorities and follow established procedures
- High school diploma or equivalent
Nice to have
- Customer service, order entry, or administrative experience, ideally in distribution or a food business
- Familiarity with EDI and the order-to-invoice process
- Associate’s or bachelor’s degree in business, supply chain, or related field
Schedule and pay
- Hybrid: 3 days per week in the Manhattan, NY office (Financial District), 2 days remote
- Hours: 9:00 AM – 5:00 PM
- Pay: $26.44 per hour
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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