EHS Customer Service InternAt — SafetyNet Inc

Approx. % of TimeEssential Job Functions and Responsibilities

25% Clerical and General Office Duties

·       Answers phones, takes messages, files, scans, prints, copies, prepares mail and postage.

·       Maintains office organization and cleanliness.

·       Creates and updates records ensuring accuracy and validity of information.

·       Sorts, distributes, and addresses communications in a timely manner.

·       Answers phone inquiries, direct calls, and provides company/service information.

·       Produces and distributes correspondence memos, maintains files, and organizes documents; photocopy, fax, etc. as needed.

·       Helps prepare reports, presentations, and data.

·       Maintains files, records, and correspondence.

·       Types documents, drafts, and reports.

·       Handles sensitive information in a confidential manner.

·       Assists with booking travel, rental cars, and hotels.

·       Assists with travel, expenses, and billing reports.

·       Assists with creating booklets.

·       Assists staff in ways that optimize company procedures.

60% Client-Related Assistance: Follow-ups, Scheduling, Recordkeeping, Estimates

·       Builds and maintains strong customer relationships.

·       Operates as lead point of contact for any and all matters specific to your customers.

·       Assists with managed and professional services as needed: scheduling, processing paperwork, maintaining accurate files, effective client and safety trainer communication, and so on.

·       Assists with estimate creation using QuickBooks.

·       Performs follow-ups as needed on estimates that have been sent to clients.

·       Makes adjustments to estimate requests as needed.

·       Ensures the timely and successful delivery of our solutions according to customer objectives based on their scope of work.

·       Communicates clearly the progress of your customers on a daily/monthly basis.

·       Schedules trainers/engineers for travel to customer’s sites to conduct various safety and environmental services based on the customer’s scope of work; i.e. site audits, safety training, and committee meetings.

·       Communicates requirements to customer for scheduled events to ensure proper set up.

·       Verifies schedules with customers to reduce cancellations.

·       Monitors and updates IIPP, site maps, and other written plans.

·       Data Entry: safety records, VOC emission recordkeeping & management for applicable customers.

·       Alerts Management immediately regarding any out of compliance issues with clients.

·       Confers with customers to provide information about products or services, take or enter orders, cancel accounts, or obtain details of complaints.

·       Checks to ensure that appropriate changes were made to resolve customers' problems.

·       Keeps records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken.

·       Refers unresolved customer grievances to designated departments for further investigation.

·       Records and ensures all required records are returned by trainer and notifies management of any missing records according to the SOP.

·       Data Entry: safety records, VOC emission recordkeeping & management for applicable customers. Data tracking monthly usage of VOC reports and red flagging companies if out of compliance and reporting discrepancies to supervisors.

·       Updates and maintains detailed documentation (tracking logs, status sheets, etc) and information on each of your assigned customers.

·       Meets deadlines for standard tasks and added projects.

15% Working with trainers:

·       Communicates client needs to trainer.

·       Updates safety consultant calendars as needed.

·       Collaborates, within the scope of work, details for each customer with the trainers prior to site visits.

·       Alerts trainers of any out of compliance issues prior to site visits.

·       Helps in preparing training materials needed for trainers.

Training:

The student will receiver a general orientation and will be trained on schedule management, travel management, company-specific software training, as well as CRM training.

The student will be working with the office manager daily and will be given training and matching assignments on a daily to weekly basis.

Learning Outcome:

1. Develop strong customer communication skills by learning how to interact with clients professionally through phone, email, and in-person conversations.

2. Strengthen problem-solving abilities by identifying customer needs, resolving common issues, and escalating concerns appropriately.

3. Gain hands-on experience with customer service systems such as ticketing platforms, CRM tools, and internal communication processes.

4. Build confidence in handling difficult situations through guided practice in conflict resolution, de-escalation techniques, and service recovery.

5. Understand the full customer service workflow from initial inquiry to resolution, including documentation, follow-up, and quality assurance.