German Speaking Customer Service Specialist

VAT GROUP; Warwick; On-site; GBP 35,000 - 55,000; Full time

Job summary

VAT Group is seeking a customer-focused specialist to act as the primary contact for customers, ensuring efficient order processing, inventory planning, and cross-functional coordination with global manufacturing sites. The role emphasizes delivering a high-quality customer experience across German and English-speaking customers.

Ideal candidates will have strong Excel skills, be proficient with ERP/order management systems, and possess a background in manufacturing or production scheduling.

Qualifications

• High School Diploma or equivalent required; Bachelor's degree is an advantage.
• Minimum 3 years of experience in customer support, order management, or related roles.
• Proficiency in German and English (written and spoken).
• Strong MS Excel and Microsoft Office skills; experience with ERP and order management systems.

Responsibilities

• Provide professional customer support via email, telephone and portals.
• Process customer orders, forecasts, and purchase orders using Order Management and ERP systems.
• Manage consigned inventory and forecast consumption with customers.
• Coordinate with manufacturing sites in Switzerland and Malaysia for orders.
• Proactively communicate delays, backorders, and delivery updates.
• Collaborate with Sales, Finance, Product Management and other teams to resolve issues.
• Process RMAs, service quotations, and return requests with proper documentation.
• Assist Accounts Receivable and Sales with PO, invoicing and payment issues.
• Maintain accurate customer and order data in internal systems.
• Contribute to a smooth customer journey through proactive communication.

Skills

Fluent German

Fluent English

Organizational skills

Communication skills

Education

High School Diploma

Bachelor's degree (advantage)

Tools

MS Excel

Microsoft Office

ERP systems

Order management systems

Job description

About VAT Group

At VAT, we change the world with vacuum solutions. As the world's 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 guided by our passions integrity, teamwork, customer centricity, and innovation - always working together as #oneVAT.

About VAT Group

At VAT, we change the world with vacuum solutions. As the world's 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 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

Act as the primary point of contact for customers, ensuring efficient order processing, inventory management, and seamless coordination between customers, Sales, and manufacturing sites while delivering a high-quality customer experience.

Responsibilities

• Provide professional customer support via email, telephone, customer portals, and other communication channels.
• Process customer orders, forecasts, and purchase orders using Order Management and ERP systems.
• Manage consigned inventory and collaborate with customers to forecast inventory consumption and requirements.
• Coordinate closely with manufacturing sites in Switzerland and Malaysia to place, monitor, and expedite customer orders.
• Proactively communicate order delays, manage backorders, and provide customers with timely delivery updates.
• Collaborate cross-functionally with Sales, Finance, Product Management, and other internal teams to resolve customer inquiries and operational issues.
• Process RMAs, service quotations, and customer return requests, ensuring accurate and complete documentation.
• Support Accounts Receivable and Sales in resolving purchase order, invoicing, and payment-related issues.
• Maintain accurate customer and order information within internal systems.
• Contribute to a smooth customer journey through proactive communication and effective issue resolution.
  

Qualifications

• High School Diploma or equivalent required; Bachelor's degree is considered an advantage.
• Minimum 3 years of experience in customer support, order management, operational support, or a comparable role.
• Fluent German and English, both written and spoken.
• Strong Microsoft Excel skills and proficiency with Microsoft Office applications.
• Experience working with ERP and order management systems.
• Production scheduling or manufacturing environment experience is considered an advantage.
• Strong organizational and prioritization skills with the ability to manage multiple activities simultaneously.
• Excellent communication and interpersonal skills.
• Customer-oriented, proactive, and solution-focused mindset.
• Ability to work independently while collaborating effectively with international and cross-functional teams.