Position: Customer Service Coordinator
Exempt/Non-Exempt: Non-Exempt
Location: Tulsa, Oklahoma
Department: Sales
Reports to: VP Sales
Overview:
Hayden Industrial, a leading manufacturer of industrial cooling systems, is seeking a Customer Service Coordinator to serve as a key liaison between customers, the Sales team, and internal departments within a manufacturing environment. This role is responsible for managing customer orders, providing accurate and timely communication, and ensuring a high level of customer satisfaction while supporting sales objectives. The position requires strong organizational skills, attention to detail, and the ability to work cross-functionally with production, planning, and shipping teams.
Key Responsibilities:
- Enter customer orders into the ERP system (e.g., Glovia) within 48 hours of receipt from the sales or engineering teams.
- Maintain accurate shipping instructions, customer addresses, and internal packaging requirements; coordinate with the shop floor as needed.
- Ensure ship dates, budgeted material estimates, and labor hours are up to date for all active orders.
- Track project delivery status and communicate updates to the internal sales and engineering teams.
- Coordinate freight logistics for shipments with shipping and communicate costs and revenue to the accounting department when required.
- Handle standard spare parts requests and support engineering/sales with related customer inquiries.
- Manage pricing and proposal documents for standard/stocked products (including IC/EC and brazed aluminum lines), working closely with the VP of Sales.
- Review and update cost and pricing structures quarterly in coordination with sales and purchasing.
- Prepare and distribute order acknowledgments and assist in generating customer invoices.
- Assist covering the front desk position during lunch breaks and absences.
Education and Experience:
- High school diploma or equivalent; associate degree preferred.
- 2+ years of experience in customer service or administrative roles; manufacturing or industrial experience preferred.
- Proficient with Microsoft Office Suite (Word, Excel, Outlook); experience with ERP systems (e.g., Glovia) is a plus.
- Strong communication and interpersonal skills with a customer-focused approach.
- Excellent attention to detail and ability to manage multiple priorities.
Supervisor Responsibility:
This position has no supervisory responsibilities.
Work Environment:
This job primarily operates in a professional office environment. This role uses standard office equipment. When in the manufacturing facility, all employees are required to wear personal protective equipment to include/hearing protection, and safety glasses with side shields, and OSHA compliant safety boots/shoes.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing duties of this job, the person in this position might remain stationary for long periods of time, while operating a computer and other office machinery. This position needs to occasionally move about inside the office to access filing cabinets and operate office machinery.
The employee might occasionally lift or move objects up to 25 pounds.
On occasion, the employee may be required to visit the shop that is a non-temperature-controlled environment with loud noises, dust, dirt, and metal particles that are usually associated with metal fabrication shops.
Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as job duties demand.
Travel:
No travel is required for this position.
Benefits:
Hayden Industrial offers a generous benefits package including comprehensive health, dental, vision, 401(k) retirement plan with company match, a generous paid time off schedule, and professional development opportunities.
AAP/EEO Statement:
Hayden Industrial is an equal employment opportunity employer. Hayden Industrial recognizes and embraces federal legislation on equal employment opportunity and is committed to providing a workplace free of discrimination. All applicants for employment and all employees will be afforded equal opportunity and treatment, regardless of age, race, religion, gender, national origin, disability status or other protected status. All employees are responsible for complying with all applicable Federal, State and Local Laws, rules and regulations regarding non-discrimination practices.