Customer Service Representative – Order Processing, Production Coordination & Sales Support Specialist

Join arenaflex: Where Excellence in Service Meets Innovative Manufacturing

At arenaflex, we believe that exceptional customer service is more than just a department—it's the heartbeat of our organization. As a leading innovator in the shared services and manufacturing sector, arenaflex has built a reputation for excellence, precision, and unwavering commitment to customer satisfaction. We're not just processing orders; we're building relationships, facilitating seamless production processes, and contributing to the success of businesses across multiple industries. Our team of dedicated professionals thrives in a collaborative environment where every role matters, every detail counts, and every team member has the opportunity to grow, learn, and make a meaningful impact.

Your Mission: The Bridge Between Sales and Production

As a Customer Service Representative at arenaflex, you will serve as a critical link between our sales team and our production operations. Your role is far more than administrative support—you're the orchestrator who ensures that customer orders flow seamlessly from initial inquiry through to final delivery. You'll be entrusted with the responsibility of transforming purchase orders into active production tickets, verifying accuracy, coordinating inventory releases, and maintaining the meticulous documentation that keeps our operations running smoothly. Every order you process represents a promise kept to a customer, and your attention to detail directly impacts our reputation for reliability and excellence.

What Makes This Role Extraordinary

This isn't your typical customer service position. At arenaflex, you'll work at the intersection of sales operations, production coordination, and customer relationship management. You'll gain comprehensive exposure to our manufacturing processes, develop deep product knowledge, and build relationships with account managers, production teams, and customers alike. This role offers unparalleled opportunities to understand the full lifecycle of our products—from quotation to delivery—positioning you for growth into account management, operations leadership, or other specialized roles within our organization.

Your Core Responsibilities: Where Precision Meets Purpose

Order Processing & Production Coordination

• Master of The arenaflex Operating System: You'll become proficient in operating our proprietary order management system, utilizing it for quotation generation, accurate order entry, and comprehensive order tracking. Your expertise in this system will be essential to maintaining our operational efficiency.
• Precision Order Entry: Transform purchase orders generated by our Account Managers into meticulously crafted job tickets, ensuring every specification is captured accurately before routing to scheduling. Your attention to detail prevents production delays and ensures customer specifications are met precisely.
• High-Value Order Verification: Conduct thorough accuracy checks on all orders exceeding $5,000, serving as a critical quality control point that protects both our customers and our organization from costly errors.
• Inventory Release Management: Document and coordinate all inventory releases, ensuring materials are allocated appropriately and production schedules are optimized for maximum efficiency.
• Comprehensive Documentation: File and maintain tickets for all completed jobs, creating an organized audit trail that supports continuous improvement and facilitates future reference.

Production Knowledge & Verification Excellence

• Production Capabilities Expert: Develop and maintain a thorough understanding of all production capabilities as they relate to every product manufactured by arenaflex. This knowledge enables you to validate order specifications and identify potential issues before they impact production.
• Purchase Order Verification: Evaluate and verify that all purchase order correspondence aligns perfectly with original quotations. When questions or discrepancies arise, you'll collaborate with Account Managers to resolve them efficiently, keeping workflows moving forward.
• Customer Return Coordination: Prepare materials for return to customers, managing the logistics and documentation required to process returns professionally and efficiently.
• Haz-Mat Documentation: Maintain proper documentation for hazardous material orders, ensuring compliance with all safety regulations and environmental standards.
• Marketing Materials Management: Coordinate the ordering and distribution of marketing materials, supporting our sales team's efforts to represent arenaflex professionally in the marketplace.

Administrative Excellence & Team Support

• Internal Forms Management: Oversee the creation, maintenance, and distribution of internal forms including custom labels, bills of lading, job tickets, and invoices. Your organizational skills keep our administrative infrastructure running smoothly.
• Compliance Documentation: Manage FSI (Forest Stewardship Initiative) and FSC (Forest Stewardship Council) records, ensuring our commitment to environmental responsibility is properly documented and maintained.
• Account Manager Support: Serve as a backup for Account Managers when they're absent, checking emails and voicemails, making time-sensitive decisions, and ensuring business continuity. This expanded responsibility showcases your reliability and leadership potential.
• Estimating Department Collaboration: Provide support to the estimating department when needed, contributing your knowledge of order processing and customer requirements to improve quote accuracy.
• Adaptable Team Player: Perform additional tasks and duties as delegated by the Director of Sales, demonstrating flexibility and commitment to team success. Your willingness to step beyond your defined responsibilities strengthens our entire organization.
• Safety Compliance: Work in strict compliance with Safe-Well policies at all times, maintaining a safe work environment for yourself and your colleagues. Safety isn't just a policy at arenaflex—it's a core value.

What You Bring to arenaflex: Qualifications & Competencies

Essential Educational Requirements

• High School Diploma or GED: Required as the foundation for your professional development.
• Associate's Degree: Required (two-year college or technical school), demonstrating your commitment to education and professional growth.
• ACT Bronze Designation: Required, or equivalent high school equivalency certification, showcasing your academic foundation and readiness for professional challenges.

Professional Experience

• Minimum 2+ Years of Experience: In customer service, order processing, or a related administrative role. Your experience has prepared you to handle complex responsibilities with confidence and efficiency.
• Manufacturing Environment Experience: While not required, experience in a manufacturing or production environment is highly valued, as it provides context for understanding order-to-production workflows.

Technical Proficiencies

• Microsoft Office Suite Mastery: Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint is essential for documentation, communication, and data management tasks.
• Order Management Systems: Experience with order processing software or ERP systems is advantageous, though training on arenaflex's proprietary system will be provided.
• Data Entry Accuracy: Exceptional typing skills and meticulous attention to detail in data entry are critical to your success in this role.

The arenaflex DNA: Core Competencies for Success

Professional Excellence

• Unwavering Accuracy: Your ability to perform work accurately and thoroughly is the foundation of your success. Every digit, every specification, every document matters.
• Meticulous Attention to Detail: You naturally notice the minute details that others might miss, ensuring nothing falls through the cracks in complex order processing workflows.
• Exceptional Organization: Your systematic approach to tasks ensures efficiency, reduces errors, and enables you to manage multiple responsibilities simultaneously.

Communication Mastery

• Active Listening Excellence: You attentively process information, ask clarifying questions, and ensure you fully understand requirements before taking action.
• Oral Communication Skills: You articulate clearly and professionally, whether speaking with colleagues, Account Managers, or external contacts.
• Written Communication Proficiency: Your written communications are clear, concise, and professional—essential for email correspondence, documentation, and order specifications.

Problem-Solving & Adaptability

• Proactive Problem Solving: You don't just identify problems; you find solutions, anticipate issues, and implement preventive measures to keep workflows moving smoothly.
• Project Management Capability: You can organize and direct projects to completion, managing timelines, resources, and stakeholder expectations effectively.
• Financial Aptitude: You understand economic and accounting information, enabling you to verify pricing, manage budgets related to your responsibilities, and make sound decisions that impact financial outcomes.

Personal Effectiveness

• Time Management Mastery: You efficiently organize your work to complete tasks within deadlines, prioritizing effectively in a dynamic environment.
• Performance Under Pressure: You maintain composure and productivity even in stressful situations, delivering consistent results when deadlines are tight or challenges arise.
• Safety Awareness: You consistently identify and correct conditions that affect employee safety, contributing to a culture of well-being at arenaflex.

Your Work Environment at arenaflex

Physical Setting

You'll work in our modern, climate-controlled manufacturing office environment, designed to support your productivity and comfort. The workspace is professional, well-lit, and equipped with the tools and technology you need to excel in your role. Our office environment promotes collaboration while also providing the focus needed for detailed order processing work.

Work Schedule

Your work schedule is Monday through Friday, 8:00 AM to 5:00 PM—a traditional schedule that provides work-life balance and predictability. This consistent schedule allows you to plan your personal life while maintaining steady professional engagement with our team and customers.

Physical Demands

• Sedentary with Occasional Movement: This role primarily involves sitting (frequently) with occasional standing, walking, and reaching (occasionally). You'll have opportunities to move throughout the day to interact with colleagues and access different areas of the facility.
• Manual Dexterity: Frequent manual manipulation is required for computer work, document handling, and form preparation. Your ability to handle paperwork and operate office equipment comfortably is essential.
• Vision Requirements: Excellent near vision and color discrimination are necessary for reviewing detailed documents, specifications, and order information accurately.
• Hearing Requirements: Satisfactory sense of sound is required for effective communication with colleagues, understanding verbal instructions, and participating in team meetings.
• PPE Compliance: While not frequently required, you must be willing and able to wear Personal Protective Equipment (PPE) as needed when working in certain areas of the facility or handling specific materials.
• Lifting Requirements: Minimal lifting is involved—primarily 10 pounds or less occasionally. This is an office-based role with minimal physical demands related to moving materials.

Compensation & Benefits: Investing in You at arenaflex

Competitive Compensation

arenaflex values your skills and dedication, offering a competitive hourly wage ranging from $14.00 to $18.58 per hour. Your compensation will be determined based on your experience, qualifications, and demonstrated capabilities, with opportunities for advancement and salary growth as you develop in your role.

Comprehensive Benefits Package

• Retirement Planning: 401(k) retirement savings plan with company matching—arenaflex invests in your future by matching your contributions, helping you build long-term financial security.
• Health & Wellness Coverage: Comprehensive health insurance, dental insurance, and vision insurance to protect your physical well-being and that of your eligible family members.
• Financial Protection: Disability insurance and life insurance provide peace of mind and financial security for you and your loved ones in case of unexpected circumstances.
• Flexible Spending Account: Pre-tax spending accounts allow you to set aside funds for healthcare expenses, reducing your taxable income while managing out-of-pocket costs effectively.

Professional Development & Support

• Paid Training: Comprehensive training programs ensure you're fully equipped to succeed in your role, with ongoing learning opportunities to enhance your skills and knowledge.
• Tuition Reimbursement: arenaflex invests in your continued education by offering tuition reimbursement for approved courses and degree programs, supporting your career growth and development.
• Employee Assistance Program: Confidential support services are available to help you navigate personal and professional challenges, ensuring you have resources to maintain overall well-being.

Work-Life Balance

• Paid Time Off: Generous paid time off allowances enable you to recharge, spend time with family, and pursue personal interests, maintaining a healthy work-life balance.
• Predictable Schedule: Our Monday through Friday, 8:00 AM to 5:00 PM schedule provides consistency and predictability, allowing you to plan your personal life with confidence.

Career Growth & Development Opportunities at arenaflex

Clear Advancement Pathways

Your journey at arenaflex is just beginning. This Customer Service Representative role serves as an excellent foundation for multiple career trajectories within our organization. High-performing team members often advance into positions such as Senior Customer Service Representative, Account Manager, Operations Coordinator, or Sales Support Specialist. Your exposure to order processing, production coordination, and customer relationship management provides a comprehensive understanding of our business that positions you for leadership roles.

Skill Development & Training

arenaflex is committed to your continuous professional development. You'll receive initial training on our proprietary systems, manufacturing processes, and product lines. Ongoing training opportunities will enhance your technical skills, leadership capabilities, and industry knowledge. We encourage and support certification programs, workshops, and educational opportunities that align with your career goals and our business needs.

Mentorship & Learning Culture

Our collaborative environment fosters learning from experienced colleagues. You'll work alongside seasoned professionals who are eager to share their knowledge and help you grow. Regular performance reviews provide constructive feedback and goal-setting discussions, ensuring you're always progressing toward your career aspirations.

The arenaflex Culture: What Sets Us Apart

Collaborative Spirit

At arenaflex, we succeed together. Our culture emphasizes teamwork, mutual support, and collective achievement. You'll work in an environment where collaboration is valued, questions are encouraged, and everyone contributes to our shared success. Cross-functional collaboration with sales, production, estimating, and management teams provides diverse perspectives and enriching professional experiences.

Commitment to Excellence

We take pride in our work and hold ourselves to the highest standards of quality and professionalism. Every order you process, every interaction you have, and every task you complete reflects arenaflex's commitment to excellence. This dedication to quality has earned us the trust of our customers and positioned us as a leader in our industry.

Safety & Well-Being First

Our Safe-Well policies reflect our genuine concern for employee well-being. Safety isn't just about compliance—it's about creating an environment where everyone feels secure, respected, and valued. Your adherence to safety protocols contributes to a workplace culture where every team member can thrive.

Innovation & Continuous Improvement

arenaflex embraces innovation and continuously seeks ways to improve our processes, products, and services. Your suggestions and ideas are welcomed and valued. We believe that every team member has unique insights that can contribute to our collective growth and success.

Join the arenaflex Team: Your Next Career Chapter Awaits

This is more than a job—it's an opportunity to join a dynamic organization where your contributions matter, your growth is supported, and your potential is recognized. As a Customer Service Representative at arenaflex, you'll play a vital role in our operations, develop valuable skills across multiple business functions, and build a foundation for a rewarding career path.

If you're detail-oriented, thrive in a collaborative environment, and take pride in delivering exceptional service, we want to hear from you. Your organizational skills, communication abilities, and commitment to accuracy will make you an invaluable member of the arenaflex team.

Take the next step in your professional journey. Apply today to join arenaflex, where excellence is our standard, growth is our commitment, and your success is our priority. We're looking forward to welcoming you to our team and discovering how together, we can achieve extraordinary things.

Your opportunity to make an impact starts here. Apply now and become part of the arenaflex story.