Customer Service Backoffice representative

Gallagher Europe; Groningen; On-site; EUR 29,000 - 37,000; Part time

Benefits offered by this job

Profit-sharing scheme

Excellent pension plan

25 vacation days + holiday allowance

Company laptop

Travel expense reimbursement

Training and development opportunities

Informal and supportive culture

Job summary

Gallagher Europe in Groningen seeks a Customer Service Back Office Representative to ensure accurate, on-time order processing and strong customer communication across national and international markets.

You will handle orders by phone and email, coordinate with Sales, Warehouse, PM, Service & Repair, and Finance, and help improve processes and digitalization of workflows.

Qualifications

• Vocational (MBO) degree, preferably in an administrative or commercial field.
• At least 3–5 years of proven experience in customer service and administrative support.
• Good command of Dutch and English; German/Italian/Swedish is a plus.

Responsibilities

• Process, manage, and verify customer orders in SAP.
• Proactively inform customers about order status, deliveries, and product availability.
• Answer questions on products, pricing, lead times, warranties, and service.
• Maintain customer records, pricing agreements, and other data in SAP/CRM.
• Prepare and process invoices, returns, credit notes, and export docs.
• Support complaint handling and after-sales activities.
• Identify customer needs, market trends, and opportunities.
• Collaborate with Sales, Warehouse, Product Management, Service & Repair, and Finance.
• Contribute to process improvements, automation, and better customer journey.

Skills

Customer service

Dutch language

English language

Communication

Proactive

Education

MBO degree

Tools

SAP

CRM software

Job description

Are you customer-focused, accurate, and energized by constantly switching between customer communication, administration, and internal coordination? In this versatile role, you will ensure that our international customers receive prompt and professional support while their orders are processed accurately from start to finish. You will work in an international and technical environment where service, collaboration, and continuous improvement are at the heart of everything we do.

What will you do as a Customer Service Back Office Representative?

In this varied role, you will be a key link between our customers and the internal organization. Based at our headquarters in Groningen, you will ensure that customer orders are processed accurately and on time, while serving as an important point of contact for dealers and end users both nationally and internationally.

On a daily basis, you will communicate with customers by phone and email regarding orders, deliveries, products, pricing, availability, and service-related questions. You will ensure that customers receive fast and professional support and proactively think along to find suitable solutions.

You will manage the entire process from order to delivery and work closely with colleagues from Sales, Warehouse, Product Management, Service & Repair, and Finance to provide customers with the best possible experience.

In addition to your daily customer interactions, you will have the opportunity to suggest improvements, share customer insights, and contribute to the ongoing digitalization and optimization of our processes.

Your responsibilities will include:

• Processing, managing, and verifying customer orders in SAP
• Proactively informing customers about order status, deliveries, and product availability
• Answering questions regarding products, pricing, lead times, warranties, and service
• Maintaining customer records, pricing agreements, and other information in SAP and CRM systems
• Preparing and processing invoices, returns, credit notes, and export documentation
• Supporting complaint handling and after-sales activities
• Identifying customer needs, market trends, and commercial opportunities
• Collaborating with Sales, Warehouse, Product Management, Service & Repair, and Finance teams
• Actively contributing to process improvements, automation, and an optimal customer journey

What do we offer?

• A gross monthly salary between €2,609 and €3,328 (based on a 40-hour workweek), depending on your knowledge and experience
• A one-year contract for 32 to 36 hours per week, with the prospect of a permanent position
• A profit-sharing scheme and an excellent pension plan, with the employer paying the full pension contribution
• 25 vacation days (based on full-time employment) plus holiday allowance
• A company laptop and travel expense reimbursement in accordance with company policy
• Training and development opportunities aligned with your ambitions
• A pleasant working environment with an informal and supportive culture
• A varied role in which you continuously switch between customer contact, administrative responsibilities, and internal coordination
• The opportunity to contribute to the further professionalization and digitalization of our Customer Service organization

Job requirements

• You have a vocational (MBO) degree, preferably in an administrative or commercial field
• You have at least 3 to 5 years of proven experience in customer service and administrative support
• You have a good command of both Dutch and English; knowledge of German, Italian, or Swedish is an advantage
• You are a strong communicator, proactive, and customer-focused
• You can effectively prioritize tasks and remain calm under pressure
• Experience with ERP and CRM systems such as SAP and CRM software is preferred

Do you have the following qualities?

You are a customer-focused and administratively strong professional who enjoys working collaboratively and maintaining oversight of processes. You take ownership of accurate order processing and communication, actively contributing to an excellent customer experience. In addition, you bring the following competencies:

• Customer & Market Focus: You think from the customer's perspective and understand the importance of clear and timely communication. You listen carefully, provide professional product advice, and ensure customers feel valued and supported.
• Collaboration & Communication: You enjoy working closely with colleagues within Customer Service and easily coordinate with departments such as Logistics and Finance. You communicate clearly, both by phone and email, and ensure effective alignment of activities and priorities.
• Operational & Analytical Excellence: You work accurately and in a structured manner, taking responsibility for error-free order processing and invoicing. You maintain oversight, work carefully within systems such as SAP, and proactively identify discrepancies, bottlenecks, and opportunities for improvement.
• Innovation & Continuous Improvement: You actively contribute ideas on how processes can be improved, streamlined, and automated. You are open to change, quickly adapt to new ways of working, and help enhance the overall customer experience.
• Personal Effectiveness: You take ownership of your responsibilities, prioritize effectively, and remain composed during busy periods. You are reliable, flexible, and capable of working independently while seeking alignment and support when needed.

About Gallagher Europe

Gallagher Europe is part of the global Gallagher brand. Together with more than 100 colleagues across Europe, we work every day to drive sustainable growth, customer focus, and innovation. From our headquarters in Groningen and three distribution centers, we support thousands of dealers and customers across Europe. We are passionate about developing innovative solutions for animal and land management, including electric fencing systems, weighing solutions, and pest control products. Our mission: We protect what matters most!

Ready for the challenge?

Are you the Customer Service Back Office Representative who thrives on helping customers, enjoys keeping processes running smoothly, and wants to help us build an outstanding customer experience? Then we'd love to hear from you.

Do you have any questions? Feel free to contact Nicole Bouma, Head of Customer Support & Service, at [e-mail].