Experienced Customer Service Representative – Order Processing & Account Support Specialist

About arenaflex

arenaflex is a forward-thinking manufacturing and distribution organization that takes pride in delivering exceptional products and service to a diverse portfolio of clients across multiple industries. With decades of operational expertise and a relentless commitment to quality, arenaflex has built its reputation on precision, reliability, and the strong relationships cultivated with both customers and team members. Our company operates in a dynamic manufacturing environment that blends traditional craftsmanship with modern production technology, allowing us to meet the evolving demands of our marketplace while maintaining the personal touch that defines our brand identity.

At arenaflex, we believe that our people are the foundation of our continued success. We foster a workplace culture rooted in teamwork, accountability, professional development, and mutual respect. Every department plays a vital role in ensuring that our operations run smoothly and that our customers receive a seamless experience from quotation through delivery. We are currently seeking a dedicated, detail-oriented, and customer-focused professional to join our Shared Services team in the role of Customer Service Representative, where you will serve as a critical link between our account managers, production teams, and valued customers.

Position Summary

The Customer Service Representative at arenaflex is a full-time, non-exempt position reporting directly to the Director of Sales. The primary responsibility of this role is to process customer orders generated by account managers with the highest degree of accuracy and efficiency. This position is essential to the successful conversion of all relevant reference materials into active production orders, ensuring that every project moves through our pipeline in a smooth, timely, and well-documented manner. Working Monday through Friday from 8:00 a.m. to 5:00 p.m. in our climate-controlled manufacturing office, the Customer Service Representative will handle a broad range of administrative, operational, and customer-facing tasks that keep our organization running at peak performance. While travel requirements for this role are minimal, the impact you will have on our daily operations is substantial, making this an excellent opportunity for someone who thrives in a structured, fast-paced, and team-oriented environment.

Key Responsibilities

As a Customer Service Representative at arenaflex, your day-to-day duties will encompass a wide range of functions that support both internal teams and external customers. The essential responsibilities include the following:

• Order Entry and Processing: Operate and maintain proficiency in the arenaflex Operating System for all quotation and order entry activities. Enter customer orders generated by Account Managers with precision, create the necessary production tickets, and deliver them to the scheduling team in a timely manner.
• Order Verification: Carefully review and verify all orders exceeding $5,000 for accuracy, ensuring that pricing, product specifications, quantities, and delivery requirements align with the corresponding customer purchase orders.
• Inventory Release Coordination: Document and arrange all product releases from inventory, maintaining accurate records of stock movements and ensuring that inventory levels are properly tracked throughout the fulfillment process.
• Production Knowledge: Develop and maintain a thorough understanding of arenaflex production capabilities as they relate to all products manufactured and distributed by the company, enabling you to answer questions, identify potential issues, and offer informed solutions.
• Purchase Order Reconciliation: Evaluate and verify that all purchase order correspondence matches original quotations. When discrepancies or questions arise, communicate promptly with Account Managers to clarify details and keep workflow moving without unnecessary delays.
• Return Material Preparation: Prepare and organize materials that need to be returned to customers, ensuring that proper documentation accompanies every return shipment and that the process is completed efficiently.
• Hazardous Materials Documentation: Accurately document and process all Haz-Mat orders in compliance with regulatory requirements and internal safety protocols, maintaining the highest standards of accuracy and accountability.
• Marketing Material Management: Order and manage marketing materials as needed to support both internal departments and customer-facing initiatives.
• Internal Documentation Management: Oversee the creation, distribution, and filing of internal forms including custom labels, bills of lading, job tickets, invoices, and other essential documentation required for smooth operations.
• Records Management: Manage FSI and FSC records with a focus on accuracy, organization, and easy retrievability for audits, reporting, and operational reviews.
• Account Manager Support: Step in for the Account Manager during periods of absence, checking emails and voice messages, making sound decisions that may impact the Account Manager's business, and ensuring continuity of customer service at all times.
• Estimating Department Assistance: Provide support to the estimating department as needed, contributing to the preparation of accurate and competitive quotes for prospective and existing customers.
• Safety Compliance: Work in full compliance with arenaflex Safe-Well policies at all times, identifying and correcting conditions that may affect employee or workplace safety.
• Additional Duties: Perform additional tasks and responsibilities as required and delegated by the Director of Sales, demonstrating flexibility and a team-oriented approach to meeting organizational challenges.

Essential Qualifications

To be successful in this role, candidates must bring a strong educational foundation, relevant professional experience, and a demonstrated commitment to accuracy and customer service excellence.

Education Requirements

• High School Graduate or General Education Degree (GED) is required.
• An Associate's Degree from a two-year college or technical school is required.
• A Bronze designation on the ACT will be considered in lieu of a high school equivalency credential.

Experience Requirements

• A minimum of two (2) years of relevant experience in customer service, order processing, account support, or a similar administrative role is required.
• Prior experience working in a manufacturing, production, or distribution environment is highly desirable and will be given strong consideration.

Computer Skills

• Proficiency in the Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, is required.
• Experience with order entry software, ERP systems, or proprietary operating platforms is strongly preferred.

Preferred Skills and Competencies

Beyond the baseline qualifications, arenaflex seeks candidates who demonstrate a broad range of professional competencies that contribute to individual and team success. These include:

• Accuracy and Attention to Detail: A demonstrated ability to perform work with a high degree of precision, catching errors before they become costly problems and ensuring that every detail is addressed.
• Active Listening: The ability to fully attend to, understand, and respond thoughtfully to the comments, questions, and concerns of both customers and colleagues.
• Verbal Communication: Clear, professional, and effective oral communication skills that foster positive interactions with customers, team members, and management.
• Written Communication: The ability to communicate in writing with clarity, conciseness, and professionalism across emails, documentation, and internal records.
• Detail Orientation: A natural inclination to pay close attention to the minute details of every project, order, and task.
• Financial Aptitude: A working understanding of economic and accounting information, with the ability to prepare and manage budgets, verify pricing, and make sound decisions related to order values and customer accounts.
• Organization: Possessing the trait of being well-organized and following systematic methods to manage multiple priorities and tasks efficiently.
• Project Management: The ability to organize, coordinate, and direct projects to completion, balancing competing demands and ensuring timely delivery.
• Problem Solving: A proactive approach to identifying and addressing work-related problems, finding effective solutions, and preventing recurring issues.
• Safety Awareness: A commitment to identifying and correcting conditions that affect employee safety, combined with a strong personal safety record.
• Time Management: The ability to effectively utilize available time to organize and complete work within established deadlines.
• Working Under Pressure: The ability to remain calm, focused, and productive when handling high-volume periods, tight deadlines, or challenging customer situations.

Physical Demands and Work Environment

The Customer Service Representative role at arenaflex is primarily office-based within a climate-controlled manufacturing office environment. The position requires the ability to sit, stand, walk, and manually manipulate materials and equipment for portions of the workday. The physical demands associated with this role include occasional lifting and carrying of items weighing 10 lbs or less, with the ability to reach outward, reach above shoulder, climb, crawl, squat, kneel, and bend as required. Vision requirements include near vision and color vision, with the ability to wear Personal Protective Equipment (PPE) as needed. A satisfactory sense of sound is also required to perform the essential functions of the position effectively.

Career Growth and Development Opportunities

At arenaflex, we are deeply committed to the professional growth and development of every team member. When you join our organization as a Customer Service Representative, you are not simply taking a job; you are beginning a career path with opportunities to expand your skills, take on new responsibilities, and grow into leadership roles over time. We provide paid training to help you build expertise in our systems, processes, and industry, and we offer tuition reimbursement to support your continued education. Many of our team members have advanced into roles such as Senior Customer Service Representative, Account Manager, Operations Coordinator, and beyond. Your initiative, performance, and dedication will shape the trajectory of your career at arenaflex.

Compensation, Perks, and Benefits

arenaflex is proud to offer a comprehensive compensation and benefits package designed to support the health, financial security, and overall well-being of our employees. The hourly pay range for this position is $14.00 to $18.58 per hour, commensurate with experience, qualifications, and demonstrated performance. In addition to competitive pay, full-time employees are eligible for an extensive benefits package that includes:

• 401(k) retirement plan with company matching contributions
• Comprehensive dental insurance coverage
• Short-term and long-term disability insurance
• Employee Assistance Program (EAP) for personal and professional support
• Flexible Spending Account (FSA) options
• Comprehensive health insurance coverage
• Life insurance for peace of mind
• Generous paid time off (PTO) for rest, relaxation, and personal time
• Paid training programs to support your onboarding and ongoing development
• Tuition reimbursement to encourage continued education
• Vision insurance to support your eye health

Our standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., providing you with a consistent daytime shift and weekends free to enjoy with family and friends. The work location is in person at our climate-controlled manufacturing office, fostering a collaborative environment where you can build strong working relationships with your colleagues.

Our Company Culture

The culture at arenaflex is built on a foundation of mutual respect, collaboration, accountability, and continuous improvement. We believe that the best results are achieved when talented individuals work together toward shared goals, supporting one another through challenges and celebrating successes as a unified team. Our employees describe the work environment as welcoming, structured, and growth-oriented, with management that genuinely values input from team members at every level. Whether you are processing your first order of the day or supporting an Account Manager through a complex customer request, you will find that your contributions are recognized and appreciated. At arenaflex, we understand that our commitment to our people directly translates into the quality of service we provide to our customers.

How to Apply

If you are a detail-oriented, organized, and customer-focused professional looking to build a meaningful career with a company that truly values its team members, we encourage you to apply for the Customer Service Representative position at arenaflex today. This is an exceptional opportunity to join a stable, growing organization where your skills will be utilized, your contributions will be recognized, and your career aspirations will be supported. Bring your accuracy, your communication skills, your problem-solving abilities, and your commitment to excellence, and become part of the arenaflex family. We look forward to receiving your application and welcoming you aboard.