Account Representative & Logistics Administrator

Position Type: Full-time

Location: Philippines (Remote)

Schedule: Flexible US Hours

About the Company

Our client is a U.S.-based group that builds and supports customer-focused businesses in the chemical and specialty materials industry. They prioritize operational excellence, process accuracy, and clear communication, with internal teams managing vendor relationships and strategic decisions, while remote operations roles keep systems, documentation, and workflows running smoothly.

About the Role

The Account Representative & Logistics Administrator serves as a key operational support resource for the Customer Service and Logistics teams. This role is responsible for maintaining accurate ERP records, supporting sales order processing, organizing shipment documentation, managing customer and vendor data, and ensuring operational information is complete and up to date. By handling administrative and system-related tasks, this position enables the U.S.-based team to focus on customer relationships, problem-solving, and strategic initiatives.

Responsibilities

Customer Service Support

• Sales Order Management: Create new Sales Orders in the ERP system and maintain accurate, up-to-date order records.

• Customer Account Administration: Create and maintain customer accounts within the ERP system, ensuring data accuracy and completeness.

• Customer Data Maintenance: Assist with updating customer account information, order details, and other customer service records.

• Administrative Support: Support customer service activities, including pricing updates and general account administration.

Logistics Support

• Shipment Documentation: Create and maintain digital shipment folders containing Bills of Lading (BOLs), Safety Data Sheets (SDS), Certificates of Analysis (COAs), and other shipping documentation.

• Shipment Tracking: Maintain shipment tracking information and status updates within the ERP system.

• Purchase Order Support: Research purchase order billing inquiries and coordinate follow-up with vendors and internal departments.

• Vendor Administration: Create and maintain vendor records within the ERP system.

• Logistics Coordination: Support freight documentation and maintain accurate logistics records.

Pricing & Data Maintenance

• Pricing Updates: Update pricing records in spreadsheets and the ERP system using provided information.

• Price Letters: Generate customer price letters and ensure pricing consistency across all systems.

• Data Integrity: Perform routine data audits to maintain accurate and reliable ERP records.

Documentation & Process Support

• Process Documentation: Assist with maintaining and updating Standard Operating Procedures (SOPs), training materials, and process documentation.

• Continuous Improvement: Support process improvement initiatives by documenting workflows and identifying opportunities to increase operational efficiency.

Competencies and Qualifications

Must-Have

• ERP Proficiency: Hands-on experience using NetSuite or a comparable ERP system.

• Customer Service or Operations Support: Experience supporting customer service, sales administration, logistics, or operational workflows.

• Sales Order Processing: Experience creating and maintaining Sales Orders and customer records within an ERP system.

• Spreadsheet Skills: Proficient in Microsoft Excel or Google Sheets for tracking, reporting, and data maintenance.

• Data Accuracy: Strong attention to detail with a commitment to maintaining accurate system records.

• Organization & Time Management: Ability to prioritize multiple tasks while meeting deadlines.

• Communication & Collaboration: Strong written and verbal communication skills with the ability to work effectively across cross-functional teams.

• Independent Work Style: Able to work independently while collaborating effectively with remote teams.

Nice-to-Have

• Experience supporting logistics operations, shipment tracking, or transportation documentation.

• Experience creating customer price letters or maintaining pricing data.

• Experience managing customer or vendor master records.

• Experience within distribution, manufacturing, chemical, or product-based industries.

• Exposure to ERP workflow optimization or process improvement initiatives.

• Bachelor's degree in Business Administration, Supply Chain, Logistics, or a related field.

Key Qualities

• Organized – Effectively manages multiple priorities, documentation, and deadlines.

• Detail-Oriented – Maintains a high level of accuracy across ERP systems and operational records.

• Action-Oriented – Completes tasks promptly with minimal supervision.

• Process-Driven – Follows established workflows while identifying opportunities for improvement.

• Collaborative – Communicates effectively and works well across departments.

• Adaptable – Thrives in a fast-paced, evolving business environment.

What We Offer

• 100% Remote Work – Work from anywhere in the Philippines.

• Career Growth Opportunities – Gain hands-on experience, and continuous learning.

• Collaborative & Innovative Team – Work alongside skilled professionals who value excellence.

Application Process

We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

The interview process includes a Recruiter Interview, Client Interview, and Assessment. As part of the process, candidates complete a hands-on task during the technical interview. Throughout each stage, we keep you informed and provide feedback as quickly as possible, ensuring you feel valued and supported throughout your journey with us.