Administrator – Customer Service, Material Logistic

Jobtailor; Hildesheim; Vor Ort; EUR 32.000 - 42.000; Vollzeit

Benefits dieser Stelle

On-site office in Hildesheim

Zusammenfassung

Jobtailor in Hildesheim is seeking an experienced Administrative Specialist to act as the first contact for customers and service providers. You will handle quotations, invoicing, RMA processes and coordination of service activities using ERP systems.

You will monitor order deadlines, manage after-sales communications, and support supplier management and financial administration in a fast-paced environment. Proficiency in MS Office and German (C1) is required.

Qualifikationen

• Vocational qualification as Industrial Clerk or equivalent.
• Several years' experience in admin, customer service or logistics.
• Experience with ERP systems and MS Office (Word, Excel, Outlook).
• German language at least C1; good English written and spoken.
• Experience handling RMA processes and customer databases.

Aufgaben

• Act as first point of contact for customers and service providers.
• Provide administrative support across customer service tasks, including quotations, invoicing, RMA administration and coordination of service activities.
• Create customer quotations for spare parts and repairs using ERP system.
• Monitor order deadlines and ensure timely processing of customer orders.
• Manage direct customer communication for after-sales support.
• Coordinate customs documentation for domestic and international deliveries.
• Support supplier management for spare parts and procurement.
• Maintain RMA database and process Return Material Authorisations.
• Prepare maintenance contract calculations and assist Finance with AP/AR.
• Organise meetings and site visits at Hildesheim office; collaborate with internal teams.

Kenntnisse

RMA Administration

ERP System Experience

Quotation Creation

Order Processing

Database Maintenance

Financial Administration

Microsoft Office Proficiency

Fluent German (C1)

Customer Service Experience

Ausbildung

Industrial Clerk qualification

Retail Clerk or Equivalent

Tools

Microsoft Office

ERP Systems

Microsoft Access

Jobbeschreibung

• Act as the first point of contact for customers and service providers.
• Deliver administrative support across customer service operations, including quotations, invoicing, RMA administration and the coordination of service-related activities.
• Create customer quotations for spare parts and repair services using the ERP system.
• Monitor order deadlines and ensure customer orders are processed accurately and within agreed timescales.
• Manage direct customer communication relating to after-sales support.
• Coordinate customs documentation and processing for domestic and international deliveries.
• Support supplier management activities relating to spare parts and material procurement.
• Manage component obsolescence activities and maintain associated records.
• Administer swap pool activities for Operations & Maintenance projects.
• Maintain the RMA database and coordinate the Return Material Authorisation (RMA) process.
• Maintain and update NCP data accurately.
• Administer warranty claims from initial receipt through to resolution.
• Identify opportunities to improve administrative processes and support continuous improvement initiatives.
• Maintain and review product parts lists, coordinating updates with Engineering, Project Management and Scheduling teams.
• Maintain product price lists and replacement part lists.
• Raise purchase requests, customer orders and invoices as required.
• Provide general administrative support for the Hildesheim office.
• Support Finance with accounts payable, receivables, travel expense administration and other financial administration activities.
• Support the preparation and review of maintenance contract calculations.
• Organise customer meetings, management meetings and site visits at the Hildesheim office.
• Work collaboratively with internal departments to ensure efficient service delivery and customer satisfaction.

Requirements

• Vocational qualification as an Industrial Clerk, Retail Clerk or equivalent qualification.
• Several years' experience in an administrative, customer service or logistics environment.
• Experience using Microsoft Office applications, particularly Word, Excel and Outlook.
• Experience working with ERP systems.
• Experience using Microsoft Access is desirable.
• Experience administering RMA processes and maintaining customer databases.
• Fluent German language skills (minimum C1 level).
• Good written and verbal communication skills in English.
• Previous experience working directly with customers.
• Experience planning and coordinating administrative activities.
• Experience working within a fast-paced, customer-facing environment.
• Strong organisational skills with excellent attention to detail.

Core Competencies

Demonstrates strong administrative and customer service capabilities, with expertise in managing RMA processes, coordinating service-related activities, and utilizing ERP systems. Proficient in maintaining accurate records and supporting continuous improvement initiatives within a fast-paced environment.

Highest-signal resume keywords

• RMA Administration
• ERP System Experience
• Fluent German (C1 Level)
• Microsoft Office Proficiency
• Customer Service Experience

ATS Optimization Keywords

Hard Skills

• RMA Process Management
• Quotation Creation
• Order Processing
• Database Maintenance
• Financial Administration

Soft Skills

• Strong Organizational Skills
• Attention to Detail
• Effective Communication

Certifications & Qualifications

• Vocational Qualification as an Industrial Clerk
• Retail Clerk or Equivalent Qualification

Industry Keywords

• Customer Service Operations
• Logistics Environment
• Administrative Support
• Supplier Management
• Continuous Improvement

Tools & Technologies

• Microsoft Office
• ERP Systems
• Microsoft Access