Customer Service Coordinator

OMEGA, Inc.; Eindhoven; On-site; EUR 42,000 - 62,000; Full time

Job summary

Malvern Panalytical, part of Spectris, is seeking a motivated Customer Service Coordinator to join our Service Team in Eindhoven. You will be the first point of contact for customers, handle service requests, and coordinate the dispatch of the service team across the territory while managing quotations, orders, contracts and billing plans.

Daily you will use SAP S/4HANA and Salesforce, collaborate with Service, Sales and Finance, and focus on the Benelux market with a strong emphasis on

Qualifications

• Sales and customer service experience (essential).
• Excellent verbal and written communication skills.
• Native Dutch and fluent in English; French is an advantage.
• Strong organizational and administrative abilities.

Responsibilities

• Receive and register incoming customer calls with accurate data.
• Provide coverage for absent team members to ensure continuity.
• Collaborate to optimize resource utilization and achieve first-time-fix solutions.
• Prepare cost estimations and quotations per customer requests with correct formats and agreed Terms and Conditions.
• Manage service contracts, including offers, renewals, invoicing, and due dates.
• Order spare parts for customers, engineers and stock with up-to-date records.
• Monitor stock levels and support logistics activities (shipments, returns).
• Manage internal and external orders, confirmations, and billing plans.
• Schedule and manage preventative maintenance visits for service engineers.
• Create and process cases and work orders; assist field service planning and dispatch.
• Coordinate occupational risk-prevention documentation with customers for access approvals.
• Provide administrative support for public administration documentation.
• Monitor invoices, installments and maintain service and billing archives.

Skills

Sales & customer service

Communication

Dutch (native)

English (fluent)

Tools

Office 365

Salesforce

SAP4/HANA

Job description

Job title – Customer Service Coordinator

Location – Eindhoven, NL

ABOUT THE ROLE

We are looking for a motivated Customer Service Coordinator to join our Service Team, a technical organization active in the sales and maintenance of scientific instruments. In this role, you will be the first point of contact for our customers, handling service requests and coordinating the dispatch of the service team operating across the territory. You will also manage key administrative activities such as quotations, orders, contracts, billing plans, and service documentation. This is ideal for a young professional seeking to grow in a structured, technology-driven and internationally oriented environment. You will work closely with Service, Sales, and Finance teams, contributing to process efficiency, data accuracy, and compliance, with daily use of SAP S/4HANA and Salesforce. Although you will support customers across the EMEA region, your primary focus will be on the Benelux customer base.

DUTIES AND RESPONSIBILITIES

• Receive and register incoming customer calls, maintaining a professional manner and ensuring accurate data recording
• Provide coverage for absent team members to ensure continuity of operations
• Collaborate with team members to ensure optimal resource utilization and achieve "first-time-fix" solutions
• Prepare cost estimations and quotations according to customer requests, ensuring correct formats and that we have Terms and Conditions agreed
• Manage service contracts, including contract offers, renewals, invoicing, and maintaining due dates and contract details
• Order spare parts for customers, engineers and stock, ensuring all records are kept up to date
• Monitor local stock levels and supports logistics activities (shipments, returns)
• Manage internal and external orders, order confirmations, and billing plans
• Schedule and manage preventative maintenance visits for service engineers
• Create and process cases and work orders; support operational planning of the field service teams including dispatch coordination
• Coordinate with customers the occupational risk-prevention documentation to allow Malvern Panalytical engineers access to their facilities
• Provide administrative support for public administration documentation
• Monitor invoices, installments, and maintain and update service and commercial billing archives and customer data

REQUIRED KNOWLEDGE & EXPERIENCE

• Sales and customer service experience (essential)
• Excellent verbal and written communication skills
• Native Dutch and fluent in English; French is an advantage
• Strong organizational and administrative abilities
• Proficiency in Office O365, Salesforce, and SAP4/HANA
• High attention to detail and accuracy

We provide market-leading, material characterization technologies for the world's most innovative companies, academic institutions, and government laboratories in the analytics of advanced materials. We support our customers through their biggest challenges, from developing lifesaving vaccines to sustainable fuels. We wake up every day to delight our customers through innovation, high-quality solutions and workflows, and excellence in customer satisfaction. We are a recognized leader for quality and insights in material characterization; winning customers with performance and keeping them with service. With more than 2,000 employees operating in over 20 countries across the world, and R&D sites in North America, Europe and Asia.

We are part of Spectris, a company which combines precision with purpose to equip customers to solve some of their greatest challenges to make the world cleaner, healthier and more productive. In 2025, Spectris acquired Micromeritics as part of Malvern Panalytical.

We provide market-leading, material characterization technologies for the world's most innovative companies, academic institutions, and government laboratories in the analytics of advanced materials. We support our customers through their biggest challenges, from developing lifesaving vaccines to sustainable fuels. We wake up every day to delight our customers through innovation, high-quality solutions and workflows, and excellence in customer satisfaction. We are a recognized leader for quality and insights in material characterization; winning customers with performance and keeping them with service. With more than 2,000 employees operating in over 20 countries across the world, and R&D sites in North America, Europe and Asia.

We are part of Spectris, a company which combines precision with purpose to equip customers to solve some of their greatest challenges to make the world cleaner, healthier and more productive. In 2025, Spectris acquired Micromeritics as part of Malvern Panalytical.

We provide market-leading, material characterization technologies for the world's most innovative companies, academic institutions, and government laboratories in the analytics of advanced materials. We support our customers through their biggest challenges, from developing lifesaving vaccines to sustainable fuels. We wake up every day to delight our customers through innovation, high-quality solutions and workflows, and excellence in customer satisfaction. We are a recognized leader for quality and insights in material characterization; winning customers with performance and keeping them with service. With more than 2,000 employees operating in over 20 countries across the world, and R&D sites in North America, Europe and Asia.

We are part of Spectris, a company which combines precision with purpose to equip customers to solve some of their greatest challenges to make the world cleaner, healthier and more productive. In 2025, Spectris acquired Micromeritics as part of Malvern Panalytical.