Customer Service Specialist

Job Title: Customer Service Specialist

Job Description

The Customer Service Specialist supports day-to-day order processing, invoicing, and customer communication within a busy distribution environment. This role focuses on accurate data entry, invoice creation based on bills of lading, and proactive customer service through email and phone. You contribute directly to smooth operational flow by coordinating with the warehouse, resolving order discrepancies, and providing reporting support using Excel.

Responsibilities

• Communicate with customers via email in a professional and timely manner to address orders, inquiries, and discrepancies.
• Create accurate invoices based on bills of lading and ensure all supporting documentation is complete.
• Mail invoices to customers and verify that all billing information is properly recorded and filed.
• Create and submit orders to the warehouse to ensure timely picking, packing, and shipping of products.
• Perform data entry in Excel to maintain order, invoice, and customer information with a high level of accuracy.
• Use Excel functions such as Pivot Tables and VLOOKUP to compile and analyze data for reporting and to support the General Manager with operational insights.
• Handle inbound and outbound calls to customers to discuss order details, resolve discrepancies, and confirm order status.
• Place customer orders and promptly generate corresponding invoices in alignment with established procedures.
• Maintain organized records of bills of lading, invoices, and order documents to support efficient operations and audits.
• Collaborate with internal teams in the distribution facility to ensure orders are processed correctly and on schedule.
• Demonstrate reliability by consistently working on site in the office and being available to support daily business operations.

Essential Skills

• Strong computer literacy with the ability to manage email communication with customers.
• Proficiency in Microsoft Excel, including data entry, Pivot Tables, and VLOOKUP.
• Experience creating invoices based on bills of lading and other shipping documentation.
• Customer service skills with the ability to handle inbound and outbound calls in a professional manner.
• Accuracy and attention to detail in data entry, invoice entry, and order creation.
• Ability to coordinate orders with the warehouse and follow established operational procedures.
• Reliability and willingness to work on site in an office setting five days per week.

Additional Skills & Qualifications

• Experience working with bills of lading in a distribution, logistics, or shipping environment.
• Background in customer service or administrative support in an office or operations-focused role.
• Comfort working with upgraded or evolving software and systems in a global organization.
• Strong organizational skills and the ability to manage multiple orders and invoices simultaneously.
• Clear written and verbal communication skills for interacting with customers and internal stakeholders.

Work Environment

This role is based in an office setting located within a distribution facility that ships coffee and cocoa products. The facility is situated near the port in a waterfront building, offering a modern environment with nearby amenities such as a new restaurant. You work on site five days a week, collaborating closely with operations and warehouse teams in a fast-paced, process-driven setting that is part of a global organization investing in upgraded software and systems.

Job Type & Location

This is a Contract to Hire position based out of Carteret, NJ.

Pay and Benefits

The pay range for this position is $21.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Carteret,NJ.

Application Deadline

This position is anticipated to close on Sep 18, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.