Customer Care Specialist

About the Position

Customer Care Specialist

To strengthen our Customer Care team, we are looking for a Customer Care Specialist to join us in Pittsford, NY.

Responsibilities

As a Customer Care Specialist, you will:

• Own the full lifecycle of customer orders - from pre-order setup and account verification through processing, fulfillment, and communication
• Serve as the key point of contact between customers, vendors, sales, and service to keep orders accurate and clearly communicated
• Verify and maintain customer tax-exempt status, payment terms (including the FPU process), and contact records in our ERP system
• Review and process customer orders, log details, and issue Order Acknowledgements confirming terms and timing in an accurate and timely manner
• Track delivery changes, process order updates (pricing, specifications, products), and monitor tariff changes affecting pricing and update customers accordingly
• Coordinate with the Service team to schedule product installations and resolve order-related issues across departments
• Maintain accurate, well-organized records to support audits, reporting, and customer inquiries

Requirements

• High school diploma required; Associate’s or Bachelor’s degree preferred
• 1–3 years of experience in customer service, order management, or a related role
• Strong attention to detail, organizational skills, and excellent written and verbal communication
• Ability to manage multiple orders and priorities while working cross-functionally with Sales, Service, and Finance

Nice to Have

• Experience with ERP systems, particularly Navision or Navision Business Central
• Familiarity with tax-exempt and payment term compliance requirements
• A process-improvement mindset - comfortable identifying and escalating recurring issues

We Offer

• Medical Coverage: TOPTICA provides 100% employer-paid medical insurance through Excellus with a fully funded HRA for in-network expenses
• Dental Coverage: Employees receive 100% employer-paid dental coverage through Excellus Dental with a $600 annual HRA
• Life Insurance: TOPTICA offers a basic term life policy through Unum equal to two times the employee’s salary (up to $300,000) at no cost, effective after 30 days
• Long-Term Disability Insurance: Employees are covered by a Unum long-term disability policy that provides partial income if disabled, effective after 30 days
• Retirement Plan: Full-time employees can participate in the 401(k) plan, with company matching up to 6% after six months
• Paid Time Off: Employees receive 7 sick days, 3 personal days, and accrue vacation starting at 10 days per year, increasing to 15 days after two years
• Observed Holidays: Employees receive 12 paid U.S. federal holidays each year
• Company Shutdown: TOPTICA observes a year-end shutdown between Christmas and New Year’s
• Salary range: $45,000–$60,000

About the Company

TOPTICA Photonics Inc. (TPI) founded in 2001, is TOPTICA’s strongest location outside Germany and a hub for innovation and engineering excellence in North America. Our 40+ team members work alongside leading institutions like the University of Rochester (NY) and RIT, developing advanced products such as optical isolators and OPO laser systems. We believe great ideas come from passionate people. At TPI you’ll find an open, supportive environment that encourages curiosity, teamwork, and initiative. Engineers, technicians, scientists, and customer support professionals all contribute to advancing photonics worldwide-while enjoying Rochester’s affordable living, vibrant innovation scene, and excellent quality of life.

Interested? We’re excited!

Join our team! We look forward to receiving your application via e-mail.

Apply now

Your contact person

Lisa Gray

[email protected]