Customer Service Representative & Office Administrator in San Diego, California at ARC Document Solutions

Customer Service Representative and Office Administrator San Diego, CA

ARC Document Solutions, Inc. is currently seeking a Customer Service Representative (CSR) and Office Administrator to join our San Diego team. We are looking for an energetic, customer-focused professional who enjoys working in a fast-paced print production environment while building lasting client relationships.

As the first point of contact for our customers, you will provide exceptional front desk and phone support, coordinate projects from quote approval through production, and ensure every order is completed accurately and delivered on time. This position is ideal for someone who thrives in a multitasking environment and enjoys collaborating with customers, production teams, vendors, and sales representatives.

About ARC Document Solutions

ARC Document Solutions (www.e-arc.com) is a global leader in digital printing and technology services, dedicated to helping businesses promote their brand and streamline access to critical information. With a network of over 140 service centers across the USA, Canada, UK, UAE, India, and China, we serve more than 60,000 customers, including some of the world's most renowned brands.

Hours: Mon-Fri 8:30am - 5:00pm

Pay Rate: $22 - $25/hour

Location: 555 W. Beech St, Suite 111 San Diego, CA 92101

Primary Job Duties / Brief Job Description

• Provide exceptional front desk customer service by creating a positive first impression for walk-in customers and incoming phone calls
• Prepare job quotes and process billing
• Create Purchase Order requests and receive vendor invoices
• Coordinate customer projects from approved quotes through production hand-offs, including coordination with third-party vendors
• Cross-train to operate HP PageWide, Xerox production equipment, and Context Scanner equipment as needed
• Assist customers with promotional product orders by creating quotes, navigating the ASI promotional products website, and coordinating orders with vendors
• Maintain excellent communication with customers throughout the production process to ensure expectations are met
• Demonstrate strong organizational skills and the ability to successfully manage multiple priorities in a fast-paced environment
• The ability to communicate effectively in both English and Spanish is highly preferred

Essential Duties & Responsibilities

• Greet customers in a friendly and professional manner
• Process in-person, phone, email, electronic, and hard copy work orders
• Complete order forms accurately and enter jobs into the MFG billing system
• Create and send customer invoices upon project completion
• Review customer artwork, hard copy originals, and digital files for completeness and production readiness
• Contact customers regarding questions, clarifications, proofs, or production concerns
• Coordinate with estimators regarding pricing and communicate estimates to customers
• Route artwork, digital files, and materials into production
• Ensure required materials are available or ordered before production begins
• Troubleshoot customer files and obtain technical assistance when necessary
• Communicate project status with customers throughout production
• Submit orders to third-party vendors and other ARC locations as needed
• Monitor job progress to ensure production deadlines are achieved
• Coordinate deliveries with shipping personnel, couriers, FedEx, UPS, and USPS
• Track and expedite delayed shipments when necessary
• Provide customers with information regarding products, services, production timelines, and software requirements
• Identify opportunities to recommend additional ARC products and services
• Inform customers of pricing, shipping schedules, anticipated delays, and other project updates
• Participate in ongoing technical, software, and customer service training
• Assist the production department during peak workloads as needed
• Perform other duties as assigned

Qualifications

• Excellent customer service and communication skills
• Ability to effectively promote ARC products and services
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple projects while maintaining quality and accuracy
• Experience in customer service, project coordination, or the printing industry preferred
• Strong working knowledge of Microsoft Outlook, Word, and Excel
• Experience with MFG and Great Plains is preferred
• Experience with Adobe Creative Cloud is a plus
• Knowledge of small format, large format, digital printing, bindery, and finishing processes is highly desirable
• Ability to evaluate customer artwork and digital files for production readiness
• Ability to accurately communicate estimates, production timelines, and project status
• Comfortable learning new software, print technologies, and production equipment
• Positive attitude, flexibility, and the ability to thrive in a fast-paced production environment
• Spanish-speaking ability is a strong plus

ARC | Riot offers comprehensive health benefits: Medical, Dental, Vision, 401(k) with a match, Company-Paid Life Insurance, and an array of voluntary benefits which include STD, LTD, Voluntary Life, PTO, PEDs, employee Recognition Programs, Spot Awards, and more!

This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

If you require reasonable accommodation for any part of the application or hiring process due to a disability, please submit your request to jobs@e-arc.com and use the words Accommodation Request in your subject line.

We are an Equal Employment Opportunity (EEO) Employer.

It has been and will continue to be a fundamental policy of ARC Document Solutions and RIOT Creative Imaging not to discriminate based on race, color, creed, religion, gender, gender identity, pregnancy, marital status, partnership status, domestic violence victim status, sexual orientation, age, national origin, alienage or citizenship status, veteran or military status, disability, medical condition, genetic information, caregiver status, unemployment status or any other characteristic prohibited by federal, state and/or local laws.

To all recruitment agencies:

ARC does not accept unsolicited agency resumes. Please do not forward resumes to our Careers alias or other ARC employees. ARC is not responsible for any fees related to unsolicited resumes.