Administration Associate IT & Tooling

VAT Group; Sankt Gallen; On-site; CHF 90,000 - 110,000; Full time

Job summary

VAT Group in Haag, Switzerland seeks a Tool Issue and Administration Specialist to ensure tooling is available, traceable, and integrated with our business apps. You will support procurement, inventory control, and system administration activities while maintaining tool-management reliability.

You will manage Toolbase ATMS and Haenel Lean-Lift, collaborate with suppliers, and maintain master data in PDM and D365, ensuring seamless interfaces and accurate data across systems.

Qualifications

• German and English proficiency in speaking and writing.
• Experience with tool management systems; knowledge of Toolbase ATMS and Haenel Lean-Lift is advantageous.
• Knowledge of ERP/MRP systems, especially PSS and Microsoft Dynamics 365 (D365).
• Proficiency in Microsoft Office applications and SQL databases.
• Strong IT affinity and ability to work with system-driven processes and interfaces.
• Independent, detail-oriented work style with strong stakeholder management.

Responsibilities

• Prepare purchase requests for new tools and regrinding services, including shipping documentation.
• Monitor orders to ensure timely delivery and tool availability.
• Perform goods receipt and record inventory transactions in relevant systems.
• Maintain Toolbase ATMS and Haenel Lean-Lift systems (server-based and standalone).
• Support commissioning and implementation of Toolbase systems with external suppliers.
• Ensure reliable operation of Toolbase ATMS across the organization.
• Control inventory levels to maintain adequate stock.
• Interface between Microsoft Dynamics 365 (D365) and Toolbase systems.
• Create and manage product master data in PDM and D365.
• Collaborate with suppliers and internal stakeholders to support efficient processes.

Skills

German language

English language

Tool management experience

PSS ERP / D365 knowledge

Tools

Toolbase ATMS

Haenel Lean-Lift

Microsoft Dynamics 365 (D365)

PSS ERP/MRP

Microsoft Office

SQL databases

Job description

About VAT Group

At VAT, we change the world with vacuum solutions. As the worlds leading supplier of high-performance vacuum valves, we have been driving innovation for more than 60 years. With over 3,200 employees worldwide, we operate from our headquarters in Haag, Switzerland, with manufacturing sites in Switzerland, Malaysia and Romania, as well as sales and service hubs around the world. We are guided by our passions: integrity, teamwork, customer centricity, and innovation - always working together as #oneVAT.

Location:

Haag, St. Gallen, CH

Employment Type: Permanent

At VAT, we change the world with vacuum solutions. As the worlds leading supplier of high-performance vacuum valves, we have been driving innovation for more than 60 years. With over 3,200 employees worldwide, we operate from our headquarters in Haag, Switzerland, with manufacturing sites in Switzerland, Malaysia and Romania, as well as sales and service hubs around the world. We are guided by our passions: integrity, teamwork, customer centricity, and innovation - always working together as #oneVAT.

Joining us means becoming part of a passionate, international team where your voice is heard, your ideas matter, and your career growth is supported.

Purpose of the Role

The Tool Issue and Administration Specialist is responsible for ensuring the efficient management, availability, and traceability of tooling across the organization. The role supports procurement, inventory control, and system administration activities while maintaining the reliability of tool management systems and their integration with business applications.

Responsibilities

• Prepare purchase requests for new tools and regrinding services for used tools, including processing shipping documentation.
• Monitor and follow up on orders to ensure timely delivery and availability of required tooling.
• Perform goods receipt inspections, store incoming materials, and record inventory transactions in the relevant systems.
• Manage and maintain Toolbase ATMS and Haenel Lean-Lift systems, including server-based and standalone solutions.
• Support the commissioning and implementation of Toolbase systems in collaboration with external suppliers.
• Ensure the reliable and uninterrupted operation of Toolbase ATMS systems across the organization.
• Control and monitor inventory levels to maintain adequate stock availability.
• Support and maintain the interface between Microsoft Dynamics 365 (D365) and Toolbase systems.
• Create, maintain, and manage product master data within PDM and D365 systems.
• Collaborate professionally with suppliers and internal stakeholders to support efficient operational processes.

Qualifications

• Very good written and spoken German and English.
• Proven experience with tool management systems; knowledge of Toolbase ATMS and Haenel Lean-Lift is advantageous.
• Knowledge of ERP/MRP systems, particularly PSS and Microsoft Dynamics 365 (D365).
• Proficiency in Microsoft Office applications and SQL databases.
• Strong IT affinity with the ability to work effectively with system-driven processes and interfaces.
• High level of resilience, self-motivation, and ability to work independently.
• Accurate and methodical working style with strong attention to detail and adherence to system standards.
• Professional communication and stakeholder management skills when working with suppliers and internal teams.

Our commitment to inclusion, fairness and equal opportunities

We believe in meaningful careers, continuous learning, and equal opportunities for everyone to drive our innovation and success. We welcome applicants from all backgrounds and are dedicated to fostering an inclusive and respectful workplace. If you have concerns, our compliance channel is available at our website. All reports are handled with strict confidentiality and in accordance with our Code of Conduct.