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International Vitamin Corporation Account Coordinator in Greenville, South Carolina

The Account Coordinator serves as proxy to the Account Manager in providing all support functions related to assigned customer requirements. This role is primarily responsible for order processing and maintenance, customer documentation requirements, reporting of key matrix information, and general administrative functions.

  • In support of Sales Representatives, provide world-class customer service to FDMC and third-party accounts

  • Govern the order management process: manage order receipt, entry, tracking and confirmation

  • Collaborate and manage the purchase order (PO) to shipment process or EDI orders: Interface with Planning, Product Development, Manufacturing and Quality; Provide weekly updates from open order reports

  • Ensure cGMP and SOP compliance and consistency with customer requirements and paper/process flows

  • Advance on-time delivery performance improvements and departmental initiatives

  • Understand and contribute to the achievement of third-party sales goals

  • Act as the customer’s first point of contact for order management, complaint and documentation related requests/inquiries

  • Review and maintain open order reports daily including current statuses for orders due up to eight weeks out; Attend regularly scheduled meeting with Planning to review critical items for assigned customers

  • Receive incoming purchase orders from customer; or track EDI orders to review and submit to Planning within 24 hours of receipt Enter purchase orders into the system and closely review to ensure the prices, addresses, item numbers, and quantity are all correct; Print and send order confirmations to the customer

  • Review and update pick list every morning, and instruct shipping department on all orders that are ready to ship by providing them with the pertinent information such as order number, due date, item number, price, etc.; Follow through to ensure shipment delivers to customer on time

  • Ensure that testing is complete and Quality has prepared and sent the certificate of analysis to Shipping for each product planned to ship

  • Provide weekly open order summaries to customer; Work closely with customer to verify and confirm that all orders have been received and processed; Maintain daily communications with the customers providing them with information such as order status and product availability

  • Stay informed of the order status; provide updates to the Sales team as requested; Bring any potential late shipments to the attention of the Sales Team immediately and add to critical items list

  • Submit product complaints to the Quality Standards and Compliance (QSC) Manager and the management team within 24 hours of receipt; Log the complaint including lot number and issue; Track the complaint to closure within 30 days (or per customer requirements)

  • Resolve any complaints from customers concerning ship dates or other shipping problems, product shortages, pricing discrepancies, missing paperwork, and any other problems as they arise

  • Keep documentation of all pertinent information, such as POs, pricing changes, and/or problems; Maintain a file of all correspondence, notes, pending orders, and special instruction that a customer may require

  • Follow up on any discrepancies: price changes, billing corrections and ship to address changes, special instructions, etc. in a timely manner

  • Attend team meetings and training sessions/continuous education opportunities

  • Assist the Manager and/or Sr. Manager of Customer Service & Sales Manager with duties as assigned

  • Answer 800 line; Attend team meetings, alternate mail duties

  • Other duties as assigned

  • High School Diploma or equivalent

  • 1+ year of customer service or related experience

  • Proficiency in Microsoft Office (Word, Excel and PowerPoint) and MS Outlook

  • Proficiency in AS400 systems is highly preferred

  • Understanding of cGMP-related manufacturing or general business operations is highly preferred

  • Clear and effective written and verbal communication skills

  • Ability to work independently and be a team player

  • Ability to handle multiple projects at one time

  • Ability to work within a specified timeframe

  • Ability to make routine contact with departments relating to Third Party Sales and maintain a good working relationship with Third Party Customers

  • Ability to track inquiries and projects to closure and on-time.

  • Detail oriented and accurate

External Company Name: International Vitamin Corporation

External Company URL:

Street: 4615 Dairy Drive