Distribution Customer Service Representative – Order Management, Shipping Coordination, Client Relations & Inventory Support

About arenaflex – Leading the Way in Distribution Excellence

arenaflex is a dynamic, forward‑thinking leader in the distribution and logistics sector, delivering seamless supply‑chain solutions to a diverse portfolio of clients across North America. Our mission is to combine cutting‑edge technology, data‑driven insights, and a people‑first culture to ensure every product moves efficiently from manufacturer to end‑user. As a company that values innovation, reliability, and exceptional service, arenaflex invests heavily in its employees, offering continuous learning opportunities, career‑advancing pathways, and a supportive environment where every voice matters.

Why This Role Matters

The Distribution Customer Service Representative is the front‑line ambassador for arenaflex’s customers. In this pivotal position, you will be the trusted point of contact for order inquiries, shipment tracking, invoicing, and issue resolution. Your ability to balance accuracy, speed, and empathy will directly influence customer satisfaction, repeat business, and the overall reputation of arenaflex in a highly competitive market.

Key Responsibilities

• Customer Interaction & Support: Respond promptly to inbound calls, emails, and portal messages, providing courteous and accurate information on work orders, invoices, shipments, and inventory counts.
• Order Processing & Data Entry: Accurately input all customer orders into the arenaflex ERP system, verify product availability, and generate purchase confirmations.
• Inventory & Stock Reporting: Produce daily and weekly stock reports, monitor product levels, and flag potential shortages for proactive replenishment.
• Shipping Coordination: Collaborate with the Traffic and Operations Departments to arrange special or last‑minute shipping requests, ensuring timely dispatch and compliance with carrier requirements (UPS, FedEx, etc.).
• Cross‑Department Follow‑Up: Liaise with warehouse, finance, and logistics teams to guarantee that service standards are met and that any escalated issues are resolved swiftly.
• Invoice Verification & Credit Management: Review computer‑generated invoices for accuracy, process credit adjustments, and communicate any discrepancies to the finance team.
• Shipping Documentation & Tracking: Prepare and distribute shipping notices, tracking numbers, and proof‑of‑delivery documents to customers as needed.
• Damage & Back‑Order Management: Maintain detailed logs of damaged goods, back‑ordered items, and resolution steps, providing transparent updates to customers.
• Feedback Loop: Capture and relay customer feedback, trends, and signs of dissatisfaction to management, contributing to continuous improvement initiatives.
• Administrative Oversight: Organize and archive all paperwork associated with orders, ensuring compliance with arenaflex’s documentation standards.
• Procedure Manual Maintenance: Keep the internal procedure manual current, reflecting any changes in processing requirements for each account.
• Office Support: Answer and route telephone calls, greet visitors, schedule appointments, and perform other clerical duties as directed by the Customer Service Supervisor or Office Manager.

Essential Qualifications

• High school diploma or equivalent (GED) required.
• Proficiency with Microsoft Office suite (Word, Excel, Outlook) and comfort navigating web‑based order entry systems.
• Basic typing proficiency (minimum 40 wpm) and familiarity with a 10‑key numeric keypad.
• Experience using shipping software platforms, particularly UPS and FedEx integration tools.
• Excellent oral and written communication skills, with a strong emphasis on professionalism and clarity.
• Demonstrated customer service excellence, including the ability to de‑escalate challenging situations.
• Flexibility to work in varying facility conditions (e.g., warehouse floor, office environment).
• Willingness and ability to work irregular or extended hours, including nights, weekends, and holidays as operational needs dictate.

Preferred Qualifications & Additional Skills

• Prior experience in distribution, logistics, or supply‑chain customer service roles.
• Knowledge of ERP or WMS (Warehouse Management System) platforms such as SAP, Oracle NetSuite, or similar.
• Strong analytical abilities to interpret inventory data and identify trends.
• Ability to multitask effectively while maintaining high attention to detail.
• Team‑oriented mindset with a proactive approach to problem‑solving.
• Basic understanding of freight terminology (LTL, FTL, POD, etc.).

Core Competencies for Success

• Customer‑Centric Mindset: Prioritizing the needs and expectations of arenaflex’s clients at every touchpoint.
• Organizational Acumen: Managing multiple orders, documentation, and communications without sacrificing accuracy.
• Technical Agility: Quickly learning new software tools and adapting to evolving technology stacks.
• Communication Excellence: Articulating complex information in a clear, concise manner for both internal teams and external customers.
• Problem‑Solving Initiative: Anticipating potential issues and taking decisive action to prevent service disruptions.
• Reliability & Accountability: Demonstrating punctuality, dependability, and ownership of tasks from start to finish.

Career Growth & Learning Opportunities at arenaflex

arenaflex is committed to nurturing talent from within. As a Distribution Customer Service Representative, you will have access to:

• Structured onboarding and mentorship programs designed to accelerate your mastery of arenaflex’s systems and processes.
• Continuous education resources, including online courses, certifications, and workshops on logistics, supply‑chain management, and customer experience.
• Clear career pathways toward senior customer service roles, team lead positions, or specialized functions such as logistics analysis, account management, and operations coordination.
• Opportunities to participate in cross‑functional projects, giving you exposure to broader business strategies and leadership.

Work Environment & Culture at arenaflex

Our workplace blends the energy of a fast‑paced distribution hub with the collaborative spirit of a modern office. Key cultural pillars include:

• Inclusivity & Respect: A diverse workforce where every individual’s perspective is valued.
• Safety First: Rigorous safety protocols and regular training to protect employees in all facility areas.
• Team Collaboration: Open communication channels between customer service, warehouse, finance, and operations teams.
• Recognition & Rewards: Regular acknowledgment of outstanding performance through awards, bonuses, and public commendations.
• Work‑Life Balance: Flexible scheduling options where possible, and a supportive environment for personal commitments.

Compensation, Perks & Benefits

arenaflex offers a competitive hourly wage starting at $18.00 per hour, with the potential for an additional $1.00 per hour for shift work. Compensation is determined based on qualifications, experience, education, and geographic location.

Our comprehensive benefits package includes:

• Medical, dental, and vision coverage with multiple plan options.
• Prescription drug coverage.
• 401(k) retirement plan with company matching contributions.
• Wellness program featuring gym discounts, health screenings, and mental‑health resources.
• Life insurance and accidental death & dismemberment coverage.
• Paid time off (PTO) accrual, paid holidays, and paid parental leave.
• Employee assistance program (EAP) for personal and professional support.

Equal Opportunity Commitment

arenaflex is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, veterans, and individuals with disabilities. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected characteristic.

Application Process & Next Steps

If you are ready to bring your customer‑service expertise to a thriving distribution operation, we encourage you to apply today. Click the link below to submit your resume and cover letter. Our recruiting team will review your application promptly and reach out to schedule an interview.

Apply Job!

Join arenaflex – Your Future Starts Here

At arenaflex, you will be part of a purpose‑driven organization that values your contributions, invests in your development, and rewards your hard work. Whether you are just beginning your career in logistics or looking to deepen your expertise, this role offers the perfect blend of challenge, growth, and satisfaction. Take the next step toward a rewarding career—apply now and become an integral part of arenaflex’s success story.