You are applying for Customer Service Operations Support

Responsible for providing comprehensive administrative support for the daily
operations of the Customer Service team and wider departments. Ensuring the smooth coordination of internal processes, reporting, outbound logistics, and cross-functional communication.

Main Duties

• Providing comprehensive administrative support, coordinating with various departments throughout the organization
• Managing daily delivery reports liaising with carriers, Customer Service, and the warehouse to resolve any delivery issues
• Coordinating with carriers, tracking deliveries, obtaining Proof of Deliveries (PODs), and managing claims arising from any failed deliveries. Cross-checking carrier invoices against the claims to ensure accuracy
• Analyse carrier performance data, identifying trends and root causes of failed deliveries, such as address issues, weather delays, or logistic failures and prepare reports for senior team
• Working collaboratively with the warehouse, upgrading/amending customer orders, running reports and ensuring customer orders are despatched without issue
• Liaise with the warehouse to investigate delivery incidents, identify issues, analyse trends, collate information to report findings to senior team
• Monitoring marketing board stock levels, back orders, raising works orders when required and provide regular updates to the relevant departments
• Coordinating and scheduling deliveries with key customers
• Liaise with returns/quality and customer service team to coordinate goods collections with external carriers. Monitor carrier performance, and produce data-driven reports to support the improvement of collections
• Capture Quality enquiries/returns received through customer service, analysing trends, ensuring investigations are completed thoroughly and raising repeated item issues. Attend monthly meetings with the Quality department to report on findings, gather feedback to relay to the Customer Service department
• Prepare and finalize the necessary courier customs clearance documentation for Irish deliveries and returns
• Handling sample requests, processing marketing orders, replacement orders and managing internal orders across affiliated companies
• Scanning and verifying documents for upload to our archive system
• Providing support for house accounts
• Work with various departments to troubleshoot and resolve operational challenges, ensuring minimal disruption to customers
• Managing switchboard overflow supporting and covering for customer service advisors and returns co-ordinator
• Perform any other administrative tasks as needed to support customer service and the broader Ovia team

Skills and Experience

The ideal candidate should be personable and professional, with a strong focus on efficiency and accuracy. They should demonstrate initiative, adaptability, and the ability to prioritize effectively in this role.

This role requires a keen eye for detail, strong organizational skills, and the ability to manage multiple tasks simultaneously.

They must be able to collaborate effectively in a team while also managing their individual workload and time efficiently.

They should demonstrate a proactive approach to resolving challenges and exceeding customer expectations.

They should be able to work under pressure and adapt easily to change.

• Experience of Word, Outlook and Excel is essential
• Experience on Sage similar ERP system would be beneficial
• Previous experience of customer service/administration is required