Customer Service Representative – Contract Management & Client Relations Specialist for Force & Motion Control Solutions

About arenaflex

arenaflex is a global leader in the design, manufacturing, and distribution of precision force and motion control products. Serving a diverse portfolio of industries—including aerospace, automotive, industrial automation, and renewable energy—arenaflex delivers innovative solutions that enable customers to achieve higher performance, reliability, and efficiency. With a heritage of engineering excellence and a forward‑thinking culture, arenaflex invests heavily in technology, talent, and sustainable practices to stay at the forefront of the motion‑control market.

Why This Role Matters

As a Customer Service Representative within arenaflex’s Force and Motion Control Strategic Business Unit (SBU) in Maumee, OH, you will be the primary liaison between our customers and internal teams. Your expertise in contract administration, order management, and customer communication will directly influence the satisfaction of our clients and the profitability of the division. This position offers a unique blend of operational responsibility and strategic impact, making it an ideal stepping stone for professionals seeking to deepen their expertise in contract‑driven customer service within a high‑tech manufacturing environment.

Key Responsibilities

• Customer Interaction Hub: Serve as the first point of contact for all inbound inquiries related to orders, quotes, deliveries, shipping, product returns, quality concerns, and expedited requests. Provide clear, courteous, and timely verbal and written communication to both internal stakeholders and external customers.
• Contract Review & Alignment: Examine customer purchase orders, quotes, and specific contractual requirements. Collaborate with the Customer Service Supervisor to resolve discrepancies, draft correspondence, and ensure that all contractual terms align with arenaflex’s corporate policies and division procedures.
• Policy Dissemination: Distribute terms and conditions, special instructions, configuration changes, pricing updates, and quality requirements throughout the organization in accordance with documented procedures, guaranteeing that every functional area operates with the most current information.
• Compliance Assurance: Follow established contract processes to maintain compliance with arenaflex’s corporate policies, including price policy and export regulations. Work closely with the Customer Service Manager to provide guidance to functional teams on contract administration.
• Document Management: Capture, catalog, and distribute contractual documents to appropriate parties. Retain records in line with internal retention schedules and customer‑specific requirements, ensuring audit‑ready documentation at all times.
• Technical Support & Issue Resolution: Leverage deep knowledge of division policies to address customer inquiries concerning product applications, custom specifications, and quality claims, delivering solutions that uphold arenaflex’s reputation for reliability.
• Quote & Solicitation Processing: Review customer requests for quotes and government solicitations under the supervision of the Contracts & Customer Service Supervisor. Coordinate with sales and functional teams to identify new business opportunities, and accurately input sales orders, RFQs, pricing, and status updates into the ERP system.
• Export Compliance Monitoring: Identify and flag potential export compliance issues, escalating them to the Division Export Compliance Administrator (DECA) when necessary.
• Account Setup & Validation: Partner with finance to establish new customer accounts, verify tax‑exempt documentation, and confirm purchase orders align with arenaflex’s payment terms and conditions.
• Accounts Receivable Support: Assist in resolving pricing and shipping discrepancies that affect invoicing and cash flow, contributing to the overall health of the division’s receivables.
• Continuous Improvement Collaboration: Work with cross‑functional teams to uncover process enhancements, share best practices, and drive initiatives that increase efficiency and customer satisfaction.
• Sales Enablement: Maintain professional relationships with customers, relay market intelligence to the Sales and Marketing teams, and highlight opportunities arising from new product introductions.
• Operations Coordination: Liaise with Operations to execute expedited shipments, track order status, and manage courier claims, ensuring seamless delivery experiences.
• RGA, Credit, and Debit Processing: Process Return Goods Authorizations (RGA), credit memos, and debit adjustments in accordance with division guidelines.
• Ethical Conduct: Uphold arenaflex’s Code of Business Ethics and Conduct in all interactions, fostering a culture of integrity and accountability.
• Ad‑hoc Projects: Contribute to special projects and initiatives as assigned, bringing a proactive, solution‑oriented mindset to each task.

Essential Qualifications

• Minimum of two years experience in a customer service, contract administration, or related role, preferably within the distribution or industrial manufacturing sector.
• Demonstrated ability to interpret and apply contractual language, purchase orders, and pricing policies.
• Proficiency with Enterprise Resource Planning (ERP) systems; hands‑on experience with data entry, order processing, and status tracking is required.
• Advanced skills in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) for reporting, analysis, and communication.
• Exceptional oral and written communication abilities, with a talent for translating technical details into clear, customer‑friendly language.
• High school diploma or equivalent; an Associate degree in Business Administration, Supply Chain Management, or a related field is preferred.

Preferred Qualifications & Additional Assets

• Experience in the force and motion control industry or a similar high‑technology manufacturing environment.
• Familiarity with export compliance regulations (e.g., ITAR, EAR) and the ability to identify potential compliance risks.
• Knowledge of quality management systems (ISO 9001, AS9100) and the ability to navigate quality‑related customer inquiries.
• Previous exposure to government solicitation processes (e.g., RFQs, RFPs) and the ability to support bid preparation.
• Certification in contract management (e.g., NCMA Certified Professional Contracts Manager) or related professional development.

Core Skills & Competencies

• Analytical Thinking: Ability to dissect complex contract terms, identify gaps, and propose actionable solutions.
• Customer‑Centric Mindset: Commitment to delivering outstanding service and building lasting relationships.
• Collaboration: Strong teamwork skills to coordinate with sales, finance, operations, and engineering teams.
• Attention to Detail: Precise documentation and data entry to maintain accurate records and avoid costly errors.
• Time Management: Capacity to prioritize multiple requests, meet tight deadlines, and handle high‑volume workloads.
• Problem Solving: Proactive approach to resolving disputes, addressing quality concerns, and navigating regulatory requirements.
• Technology Savvy: Comfort with ERP platforms, CRM tools, and digital communication channels.

Career Growth & Development Opportunities

arenaflex invests in the professional growth of its employees. In this role, you will have access to:

• Structured mentorship from senior customer service leaders and contract specialists.
• Cross‑training opportunities across sales, supply chain, and compliance functions.
• Internal certification programs in contract management, export compliance, and quality assurance.
• Pathways to advance into senior customer service management, contract administration, or sales support leadership positions.
• Participation in industry conferences and webinars to stay current on market trends and regulatory changes.

Work Environment & Culture at arenaflex

arenaflex fosters an inclusive, collaborative, and innovative workplace where every employee is encouraged to contribute ideas and drive continuous improvement. Our Maumee facility combines state‑of‑the‑art manufacturing floors with comfortable office spaces designed for teamwork and focus. Key cultural pillars include:

• Safety First: A rigorous safety program that protects employees and ensures operational excellence.
• Integrity & Ethics: A commitment to ethical conduct, transparency, and compliance with all corporate policies.
• Innovation: Encouragement to experiment with new technologies and processes that enhance product performance.
• Community Engagement: Volunteer initiatives and partnerships that give back to the local community.
• Work‑Life Balance: Flexible scheduling options, paid time off, and employee assistance programs to support personal well‑being.

Compensation, Perks & Benefits

arenaflex offers a competitive total rewards package that includes:

• Base salary commensurate with experience and market benchmarks.
• Performance‑based bonuses tied to individual and division goals.
• Comprehensive health, dental, and vision insurance plans.
• Retirement savings options with company matching contributions.
• Paid holidays, vacation, and sick leave.
• Tuition reimbursement and professional development allowances.
• Employee discount programs for arenaflex products and partner services.
• On‑site amenities such as a fitness center, cafeteria, and secure parking.

How to Apply

If you are ready to bring your customer service expertise, contract acumen, and passion for high‑performance motion‑control solutions to arenaflex, we invite you to submit your application today. Join a team that values your contributions, supports your growth, and celebrates your successes.

Apply Job!