Admin & Order Management Specialist

EcoWater Systems Italia; Milano; Hybrid; EUR 31,000 - 33,000; Full time

Benefits offered by this job

Meal vouchers

Two remote work days per week

Job summary

EcoWater Systems Italia is seeking an Administrative & Order Management Specialist in Milan to expertly handle the full order-to-cash cycle, ensuring accurate invoicing and reliable project follow‑through.

You will liaise between customers, sales, logistics and finance, supporting the sales team and delivering high‑quality service. The role emphasizes data accuracy, process improvements and strong communication in a hybrid work setting with two remote days per week.

Qualifications

• Proven experience in an administrative role with invoicing.
• Strong organizational and multitasking abilities.
• Excellent communication and proactive approach.

Responsibilities

• Manage the full order‑to‑cash process from order entry to invoicing.
• Process orders, invoices, and credit notes accurately.
• Monitor deliveries and back‑orders, ensuring timely updates.
• Provide customer support and assist the sales team as needed.
• Contribute to data reporting and improvements during ERP tool transitions.
• Collaborate with sales, logistics and finance to ensure smooth operations.

Skills

Invoicing

Accounting basics

Communication

Teamwork

Tools

ERP software

Job description

Ecowater Systems Italia S.R.L

As part of the global industrial organization Marmon Holdings—backed by Berkshire Hathaway—you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best.

About EcoWater Systems

EcoWater Systems is a global leader in water treatment solutions, specializing in water softeners for domestic use. We offer a range of products including drinking water filtration systems for both private individuals and the tertiary sector. As part of MARMON WATER, a Berkshire Hathaway company, we are committed to providing clean, healthy water for generations to come. EcoWater is present through different distribution channels and different brands.

Your mission

As Administrative & Order Management Specialist, you play a central role ensuring the smooth and reliable execution of our order-to-cash process in Italy. You act as the key link between customers, sales, logistics and finance—ensuring efficient order management, high-quality service, and accurate administrative follow-up.

This is a hands‑on, end-to‑end role with a strong impact on customer satisfaction, sales efficiency and operational reliability. You will be part of a small team of six employees, reporting directly to the Country Leader Italy.

Order Management & Sales Administration

• Manage the full order-to-cash process from order entry to invoicing
• Ensure accurate processing of orders, invoices, and credit notes
• Validate price conditions and commercial agreements
• Monitor order status, deliveries and back-orders
• Ensure timely and correct customer confirmations

Customer & Sales Support

• Act as first point of contact for customers on administrative topics
• Provide proactive updates on order and delivery status
• Support the sales team with order follow‑up and issue resolution
• Build strong relationships with customers through reliable and professional communication

Process Reliability & Continuous Improvement

• Ensure consistency, accuracy and compliance in administrative processes
• Identify opportunities to simplify and improve order management and logistics flows
• Support the optimization of tools and ways of working (ex. transition to new ERP tool)
• Contribute to maintaining data quality and reporting reliability

Reporting & Financial Follow‑up

• Prepare regular reports on sales, orders and back‑orders
• Monitor outstanding payments in collaboration with finance
• Support accounting with accurate and timely data
• Ensure proper administrative follow‑up of customer accounts

Your ideal profile

You have proven experience in a similar role. Solid understanding of invoicing and basic accounting principles is required to ensure accurate and flawless customer invoicing. You are rigorous, organized, reliable and dynamic to meet priorities and handle multiple tasks simultaneously.

You show initiative to move projects forward, have excellent communication skills, and enjoy working in a team. Mastery of the subtleties of effective communication will be essential to your success: listening, asking relevant questions, rephrasing, being diplomatic with a variety of people.

Finally, a good command of spoken and written English is mandatory. (daily contacts with colleagues in the Polish plant)

Your interpersonal skills, good humor and dynamism will be the keys to joining our great team. Commitment, integrity and focus are the values that should unite us.

Additional Information

• Location: Milan – Viale Famagosta
• Start date: ASAP
• Employment type: permanent & full time
• Compensation & benefits: Salary according to profile in range €31K - €33K Annual + meal vouchers + two days of remote work per week