Customer Service & Billing Representative

Job Overview

We are seeking an organized, detail-oriented Customer Service & Billing Representative for a full-time, on-site position at our manufacturing facility. In this dynamic role, you will be the core point of contact for a diverse client base, managing accounts for walk-in, e-commerce, and distributor customers. You will handle the entire order cycle, directly utilizing QuickBooks and Odoo daily to manage data entry, invoicing, and collections.

Because we manufacture our products in-house, you will collaborate closely with production and warehouse teams, using our batch-number tracking system to ensure accurate inventory control and order fulfillment.

Key Responsibilities

• Multi-Channel Customer Support
• Provide friendly, professional, and face-to-face assistance to walk-in customers.
• Manage and resolve incoming inquiries from e-commerce and distributor channels via phone and email.
• Educate clients neutrally on product specifications, availability, and lead times based on current production.
• Process customer returns, credits, and exchange requests according to company policy.
• Order Processing & Batch Inventory Tracking
• Input all incoming wholesale, online, and counter orders accurately into Odoo and QuickBooks.
• Verify and track physical inventory levels utilizing our batch-number allocation system.
• Coordinate directly with the in-house manufacturing team to monitor order statuses and production schedules.
• Generate warehouse picking slips and packing lists tied to specific product batches.
• Invoicing, Billing & Account Resolution
• Generate and email precise customer invoices immediately upon order fulfillment.
• Audit past-due aging reports daily to identify outstanding client accounts.
• Conduct courteous, professional payment reminders regarding open balances and payment terms.
• Investigate, document, and resolve billing disputes, pricing miscalculations, or short-payments.

Requirements

Qualifications & Skills

• Experience: 2–3 years in customer service or accounts receivable, preferably within a manufacturing or distribution environment.
• Software Proficiency: Required daily operational experience with Odoo ERP and QuickBooks accounting systems.
• Inventory Knowledge: Previous exposure to inventory management software, specifically lot tracking or batch-number control, is highly preferred.
• Communication: Exceptional verbal and written skills, with the ability to balance strict collection policies with excellent customer care.
• Work Structure: Must be able to work 100% on-site and comfortably pivot between office desk work and front-counter customer interaction.