Client Information Specialist - Call Center Support

Job Description

THE POSITION:

The Client Information Specialist (call center support) serves as a critical link between clients, customers, and internal operational teams, ensuring a seamless order-to-cash experience. This role is responsible for providing exceptional service and support through multiple communication channels while managing key operational activities, including order entry, Overage, Shortage, and Damage (OSD) claim management, inquiry resolution, and client account support. This position supports several client call center operations and requires the ability to manage inquiries for multiple brands/accounts talking to patients and healthcare professionals. This position may be assigned client accounts to manage if applicable.

The representative acts as the primary point of contact for client and customer inquiries, proactively addressing issues related to orders, shipments, returns, inventory, and service concerns. Working closely with cross-functional teams including Accounts Receivable, Client Success Managers (CSMs), Distribution Operations, Supply Chain, IT, and Quality, this role ensures timely resolution of issues while maintaining a high level of customer satisfaction and operational accuracy.

Success in this position requires strong communication skills, attention to detail, problem-solving capabilities, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is customer-focused, highly organized, and committed to delivering an exceptional client and customer experience while supporting business objectives and service performance goals.

Customer Service & Client Support

• Support contact center performance metrics, including average handle time, first-contact resolution, service levels, and customer satisfaction.
• Serve as the first point of contact for inbound client and customer inquiries via phone, email, and chat regarding order status, product information, delivery, returns, and general support.
• Deliver exceptional customer service by responding to inquiries accurately, professionally, and within established service level agreements (SLAs).
• Investigate and resolve concerns such as order discrepancies, shipping delays, product issues, and customer escalations with professionalism and urgency.
• Maintain accurate records of client and customer interactions, transactions, and resolutions within company systems.
• Be the primary point of contact for client accounts if applicable.

Client Account Support

• Monitor and manage designated client email inboxes to ensure timely review, response, and resolution of client requests.
• Serve as a key liaison between clients, customers, distribution operations, and internal business partners.
• Provide proactive communication regarding order status, shipment updates, backorders, inventory constraints, and issue resolution.
• Maintain a client-first and customer-first approach while adhering to company policies, procedures, and compliance requirements.

Order Management & Processing

• Accurately process and manage client and customer orders from entry through fulfillment, ensuring timely and error-free execution.
• Review and verify order information for completeness, accuracy, and compliance with customer/client-specific requirements.
• Monitor and manage open order reports, backorders, and follow-up actions to ensure proactive communication and issue resolution.
• Coordinate with distribution, supply chain, and operational teams to support successful order fulfillment and delivery.

OSD (Over, Short & Damaged) Claims Management

• Receive, document and process OSD claims in a timely manner.
• Ensure all supporting documentation is collected and maintained.
• Communicate claim status and resolution outcomes to clients and customers (if applicable).

Inquiry Resolution & Cross-Functional Collaboration

• Research and resolve inquiries related to orders, shipments, inventory availability, returns, billing, and service concerns.
• Partner with cross-functional teams including Accounts Receivable, Client Success Managers (CSMs), Distribution Operations, Supply Chain, Information Technology (IT), Quality, and other stakeholders to resolve complex client and customer issues.
• Escalate issues appropriately while maintaining ownership through final resolution.
• Identify recurring issues, process inefficiencies, and customer pain points, and recommend improvements to enhance service delivery and operational effectiveness.

Continuous Improvement

• Contribute to process improvement initiatives focused on enhancing the customer experience, operational efficiency, and client satisfaction.
• Participate in training and development activities to maintain knowledge of products, systems, client requirements, and business processes.
• Support departmental projects and other duties as assigned.
• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
• All other duties as assigned

Qualifications

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