Order Management Specialist (Industrial Equipment)

GEA Systems North America; Granollers; On-site; EUR 27,000 - 38,000; Full time

Job summary

GEA Systems North America is seeking an Order Management Specialist for our Granollers office. You will support commercial and operational activities for our homogenizer business, handling customer orders, quotations, deliveries and service coordination to ensure high satisfaction.

The role involves coordinating with internal teams, processing orders, tracking shipments, invoicing, and managing service requests from order through cash.

Qualifications

• Studies in Administration & Finance.
• Minimum 3 years in Back-office / Order Manager role.
• Experience in administration tasks.
• Project management exposure is a plus.

Responsibilities

• Handle customer orders, quotations, and service coordination.
• Process orders and create sales/purchase orders as needed.
• Track deliveries in coordination with logistics.
• Register service requests and assign technicians per availability.
• Prepare proforma and final invoicing with accurate data.
• Manage maintenance contracts and billing updates.
• Oversee order-to-cash process until resolution.

Skills

Customer service

Order management

Administrative support

Education

Administration & Finance studies

Job description

Responsibilities / Tasks

For our office in Granollers , we are looking for an Order Management Specialist to support the commercial and operational activities related to our homogenizer business . The successful candidate will be responsible for managing customer orders, quotations, deliveries and service coordination, working closely with internal teams to ensure operational excellence and high customer satisfaction throughout the order lifecycle.

• Customer service : Answer phone calls and manage requests made by customers, distributing the call to other colleagues if necessary / departments. Receive customer requests via email and take care of its management.
• Eventually distributes requests from the common customer service Inbox to other colleagues in the department.
• Quotation Management : Receives requests and manages quotations. Follows up the acceptance of the offers whenever possible and in any case at the request of his superior.
• Order Management : Manage customer's purchase orders. Create Sales orders, purchase goods to central warehouse and follow-up delivery.
• Order delivery tracking, in coordination with Supply Chain & Logistics
• Administrative management of service requests : Receives service requests and registers them in the system assigning initial date and service technician based on availability and area geographic (supported by Coordinator).
• Invoicing of services : proforma and final, after verifying that the documentation and data are correct. Tracking and receipt of orders for billing. Arise credit notes in compliance with the general approval guidelines.
• Management of maintenance contracts : registration of the relevant information of the contracts in the system, control of intervention dates, modifications in the list of materials during the term of the contract, billing.
• Management of incidents that arise during each phase of the "order to cash" process until resolution
• Travel management of the technicians and the rest of the colleagues

Your Profile / Qualifications

• Studies in Administration & Finance
• Minimum 3 years of experience in the Back-office department (Order Manager role)
• Training, knowledge, and experience in administration
• Valuable to get experience as part of project management team