Customer Support Specialist
VistaApex Solutions
Summary
The Customer Support Specialist plays a central role in supporting VistaApex's retail and wholesale order operations, ensuring a smooth, accurate, and timely experience for dental offices, distributors, and internal sales teams. This position focuses heavily on entering and managing orders, responding to daily support requests, and maintaining clear communication across teams to keep order workflows moving efficiently.
Job description
Position Overview
The Customer Support Specialist plays a central role in supporting VistaApex's retail and wholesale order operations, ensuring a smooth, accurate, and timely experience for dental offices, distributors, and internal sales teams. This position focuses heavily on entering and managing orders, responding to daily support requests, and maintaining clear communication across teams to keep order workflows moving efficiently.
Acting as a key liaison between Sales, Customer Service, Fulfillment, and Laboratory teams, the Specialist ensures that order information, customer inquiries, and operational updates flow consistently and professionally across the organization.
Key Functions
Customer & Order Support
- Serves as a primary point of contact for retail and wholesale customers, ensuring inquiries, phone calls, and support needs are handled promptly and professionally.
- Provides clear, consistent communication to help customers navigate orders, updates, and service questions.
Order Processing & Workflow Coordination
- Supports daily retail and wholesale operations by entering, updating, and monitoring orders across multiple channels—including email, online platforms, fax submissions, and internal systems.
- Helps maintain smooth order flow by ensuring information is accurate and up to date.
Information & Record Management
- Maintains accurate customer, order, and operational data within CRM systems and internal databases.
- Supports organizational clarity by ensuring records, submissions, and communications are documented consistently and routed appropriately.
Internal Communication & Team Support
- Acts as a coordination hub for internal teams by helping organize meeting information, sharing reminders, and supporting communication across departments.
- Contributes to a well-structured operational environment through thoughtful, proactive support.
Operational Logistics & Office Support
- Helps maintain the daily function of the central office by managing mail, monitoring shared inboxes and voicemails, and ensuring office supplies and materials are stocked and organized.
- Supports a smooth operational foundation for both in-office and cross-team activities.
Requirements
- Proficiency with Microsoft 365 products (Outlook, Word, Excel, Teams, OneDrive) — or the ability to learn them quickly
- Ability to perform mail merges or willingness to learn
- Excellent organizational and time management skills, with strong attention to detail
- Clear and professional communication skills — both written and verbal
- Demonstrated professional phone and email etiquette
- Strong interpersonal skills and the ability to collaborate effectively across departments
- Comfortable working both independently and as part of a team
- Experience with CRM systems is a plus
- Previous customer service or administrative experience is preferred
Benefits
- Medical, Dental & Vision
- Generous PTO
- Paid Holidays
- 401(k) Matching
- Mental Health Resources
- Wellness Programs
- Team Events
Company overview
VistaApex Solutions is a leading dental equipment and supplies manufacturer founded in 1997, headquartered in Racine, Wisconsin. The company specializes in developing innovative dental products that combine quality craftsmanship with exceptional value for dental clinicians worldwide. Originally gaining recognition for its advanced endodontic irrigation solutions, VistaApex has expanded its portfolio to include a comprehensive range of dental products such as etchants, hemostatic agents, curing lights, whitening systems, specialized delivery tips, tissue management products, and ultrasonic equipment. The company's breakthrough products include Desensify (an instant desensitizer with antimicrobial properties), OmniEtch (a universal etchant for ceramics, dentin, and enamel), Purify+ (aqueous cleanser for disinfection), VistaCore (core build-up material), and V-Force Solo (universal adhesive). With a multi-disciplinary approach to product development involving engineers, scientists, and clinicians, VistaApex holds numerous patents and maintains a strong commitment to quality, customer satisfaction, and employee development. The company's products are distributed globally through an extensive network of partners, offering significant advantages to both end-users and dealers in the dental industry.