Internal Sales Co-ordinator - Service Sales

GEA Group; Milton Keynes; On-site; GBP 20,000 - 25,000; Full time

Job summary

GEA is seeking a proactive Spare Parts Admin to manage quotations, orders and administration for the Spare Parts team. You will process orders in SAP, liaise with customers and internal service teams, and support finance and CRM activities.

The role requires GCSEs, SAP experience and the ability to work under pressure in a diverse office environment. Daily tasks include quotes, order acknowledgements, pricing and occasional site visits as needed.

Qualifications

• SAP experience is essential.
• Experience handling spare parts orders, administration and processing is essential.
• Experience dealing with customers at various levels.
• Experience working in a diverse office environment.
• Ability to liaise with people at all levels.
• Excellent communication skills across all media.
• Flexible and proactive approach.
• Ability to work under pressure.

Responsibilities

• Prepare spare parts quotations and modification quotes.
• Receive and check customer orders against quotations, issue acknowledgements.
• Request technical support when needed and complete checks.
• Process sales orders in SAP through invoicing within 24 hours of receipt.
• Update CRM with quotations, orders and activities for Service Sales campaigns.
• Check shared mailboxes for quotation requests, orders and inquiries and route appropriately.
• Support FHT team with administration and assist with ad-hoc tasks.
• Participate in bank holiday and Christmas cover on a rota basis.

Skills

SAP experience

Customer service

Communication skills

Liaise with colleagues at all levels

Proactive and flexible

Education

GCSE level

Tools

SAP

Job description

About the position

GEA is one of the world’s largest systems suppliers for the food, beverage and pharmaceutical sectors. Our portfolio includes machinery and plants as well as advanced process technology, components and comprehensive services. Guided by a strong sense of purpose, our more than 18,000 dedicated employees work to enhance the sustainability and efficiency of production processes globally.

Your responsibilities and tasks

Quotations & Orders

Create spare parts quotations and modification quotes.

Receive customer orders, check against quotations, and issue order acknowledgements.

Request technical support when needed and ensure all technical checks are completed.

Follow up quotations within required timelines.

Set up spare part numbers when necessary.

Process sales orders in SAP through to invoicing within 24 hours of receipt.

Observe customer requirements as stated on orders.

Review order statuses regularly to ensure timely delivery.

Run and action SAP spares backlog reports.

Identify and action orders ready for invoicing through SAP reports.

Customer & Internal Communication

Handle customer queries within required timeframes.

Liaise with internal service teams and suppliers (UK and abroad).

Arrange transport in line with customer requirements and cost expectations.

Carry out occasional customer visits, factory/site visits, and attend GEA meetings.

Provide holiday and sickness cover for Spare Parts and other admin roles.

Picking, packing, and arranging shipment of small parts for urgent breakdown orders.

Pricing, Credit & Finance

Request approval for price anomalies or special pricing.

Liaise with Credit Control regarding exceeded credit limits, new customer setups, or customers on stop.

Initiate new customer setups.

Resolve invoice queries and dispatch invoices per customer requirements.

Support the Finance team on spare-parts–related issues.

Returns & Purchasing

Manage spare parts returns, including issuing credits/return notes and ensuring correct approvals.

Create purchase orders to support parts orders, including gaining approval for non-GEA purchases.

CRM, Documentation & Admin

Update CRM with quotations, orders, and activity in support of Service Sales campaigns.

Maintain Import/Export folders and spreadsheets.

Check shared mailboxes for quotation requests, orders, technical enquiries, and account enquiries.

Redirect mailbox items to relevant departments when appropriate.

File documentation according to agreed procedures.

Support FHT (Food solutions) team with administration as required.

Assist with ad‑hoc tasks and provide support to colleagues.

Support annual stock takes.

Participate in bank holiday and Christmas cover on a rota basis.

Your profile and qualifications

Educated to at least GCSE level

SAP experience – essential

Experience in spares order handling, administration, and processing – essential

Experience dealing with customers at various levels

Experience working in a diverse office environment

Ability to liaise with people at all levels

Excellent communication skills across all media

Flexible and proactive approach

Ability to work under pressure

GEA is an equal opportunity employer. Applicants will therefore receive consideration for employment without regard to age, sex, race, color, religion, world view, national origin, genetics, disability, gender identity, marital status, sexual orientation, veteran status or any other protected characteristic required by applicable law. Applicants with disabilities are welcome and will be given special consideration if they are equally qualified.