Administration Support (Technical) | Japanese

Undutchables; Amsterdam; On-site; EUR 32,000 - 46,000; Full time

Job summary

Undutchables in Amsterdam seeks an organized administrative coordinator to support the Technical Support department by handling change orders, managing spare parts and tools, and performing logistics tasks.

You will monitor change order announcements, check inventory, coordinate shipments with purchasing and logistics, and maintain the FCO database while communicating clearly with dealers and internal teams.

Qualifications

• Experience coordinating change orders and logistics.
• Proficient in inventory management and record-keeping.
• Strong communication with dealers and distributors.
• Able to collaborate with internal technical teams.
• Flexible to adapt to evolving company strategy.

Responsibilities

• Monitor official change order announcements daily.
• Identify affected machines or ink lots and check inventory and locations.
• Align procedures, timelines, and priorities with internal technical teams.
• Clarify unclear instructions, parts availability, and delivery timelines.
• Register and maintain all data in the internal FCO database.
• Prepare and send official communications to dealers/distributors.
• Coordinate shipments of parts or ink with purchasing and logistics.
• Follow up on progress, questions, and complaints to meet deadlines.
• Process compensation invoices and submit claims.
• Update records and prepare monthly reports.
• Arrange shipment of damaged parts for repair or analysis.
• Coordinate technical shipments to dealers or partner locations.
• Maintain and update dealer/distributor contact information.

Skills

Change order coordination

Inventory management

Administrative support

Dealer/distributor communication

Tools

FCO database

Job description

What would you do?

This role supports the Technical Support department by coordinating change orders, managing spare parts and tools, and handling administrative and logistical tasks. The goal is to ensure clear communication with dealers/distributors, accurate documentation, and smooth daily operations.

Key responsibilities:

• Monitor official change order announcements on a daily basis
• Identify affected machines or ink lots and check inventory and locations
• Align procedures, timelines, and priorities with internal technical teams
• Clarify unclear instructions, parts availability, and delivery timelines
• Register and maintain all data in the internal FCO database
• Prepare and send official communications to dealers/distributors
• Coordinate shipments of parts or ink with purchasing and logistics
• Follow up on progress, questions, and complaints to meet deadlines
• Process compensation invoices and submit claims
• Update records and prepare monthly reports
• Arrange shipment of damaged parts for repair or analysis
• Coordinate technical shipments to dealers or partner locations
• Maintain and update dealer/distributor contact information

Spare parts & tools:

• Process spare part requests from technical staff
• Monitor stock levels weekly and keep records up to date
• Ensure correct invoicing for used parts
• Manage return of unused parts and send reminders when needed
• Control inventory of technical tools and jigs
• Arrange purchases of tools when required
• Create and manage loan agreements, including return deadlines
• Track returns and follow up on overdue items
• Prepare monthly inventory and cost reports for management
• The job description may change depending on future company strategy (flexibility is required to perform additional tasks depending on the situation)