Order Processing and Office Administration - 100 % (f/m/d)

Hamilton; Eindhoven; On-site; EUR 32,000 - 46,000; Full time

Job summary

Hamilton in Eindhoven is seeking an experienced administrator to handle customer orders, invoicing, and office support for the Sales and Service teams. You will coordinate with HQ, track deliveries, and manage documentation for customs and service activities.

The role requires 3+ years in customer service, order processing, or office administration, with ERP/D365 experience and strong attention to detail. Dutch and English fluency is essential; French is a plus.

Qualifications

• At least 3 years of experience in customer service, order processing, or office administration.
• Experience with ERP systems and order processing, preferably Microsoft Dynamics 365 (D365).
• Fluent in Dutch and English; French is an advantage.

Responsibilities

• Create, process, and manage customer sales orders and distribute to HQ.
• Monitor project communications and maintain project plans with PMs/PLs.
• Track delivery schedules and communicate delays or issues.
• Prepare customer invoices and coordinate customs documentation.
• Generate invoices for service activities, preventive maintenance, repairs, and other after-sales services.
• Create and manage purchase orders per internal procedures.
• Coordinate spare parts and stock for Field Service Engineers.
• Prepare quotations for service contracts and maintenance activities.
• Support cross-functional teams with admin and office tasks.
• Manage day-to-day office operations and answer inquiries.
• Provide admin support to Sales and Service teams.

Skills

ERP systems

CRM platforms

Microsoft Office

Customer service mindset

Detail oriented

Tools

Microsoft Dynamics 365 (D365)

Job description

True to the vision "We drive innovation to improve people's lives", the Hamilton companies have been providing solutions for the health sector since 1950. We are an innovative pioneer in the fields of ventilators, automated pipetting, sample management and in the development of process sensors.

At our site in Eindhoven , we sell state-of-the‑art process measurement technology for customers in the biopharmaceutical, chemical and brewery industry, as well as pipetting robots to automate liquid handling processes for the pharmaceutical and food industry through to cell and DNA research.

How you can make a difference

• Create, process, and manage customer sales orders, ensuring accurate and timely distribution to the relevant teams at Headquarters
• Monitor project-related communications and maintain project plans in close collaboration with Project Managers and Project Leaders
• Track and monitor delivery schedules to ensure on‑time execution and proactively communicate any delays or issues.
• Prepare customer invoices and coordinate customs clearance documentation when required
• Generate invoices for technical service activities, preventive maintenance visits, repairs, and other after‑sales services.
• Create and manage purchase orders in accordance with business requirements and internal procedures
• Coordinate spare parts and stock supply for Field Service Engineers, including ordering materials from Headquarters and arranging shipment to service personnel
• Prepare quotations for service contracts, preventive maintenance agreements, repairs, and other service‑related activities in collaboration with the Service Organization
• Support cross‑functional teams by performing a variety of administrative, coordination, and office support tasks
• Manage day‑to‑day office operations, serving as the primary point of contact for incoming telephone calls, emails, and general customer inquiries
• Provide administrative support to the Sales and Service teams to ensure efficient business operations and high levels of customer satisfaction

That’s what you bring along

• At least 3 years of previous experience in customer service, order processing, or office administration
• Experience with ERP systems, preferably Microsoft Dynamics 365 (D365), and CRM platforms
• Proficient in Microsoft Office applications
• Strong customer service mindset with excellent attention to detail
• Hands-on, proactive, and able to work independently
• Well-organised with strong problem‑solving and communication skills
• Fluent in Dutch and English (B2/C1 certificate), both written and verbal; French is an advantage

Learn more about career opportunities at Hamilton at jobs.hamilton.ch.

Do you share our values and feel at home in a cooperative and down‑to‑earth environment? At Hamilton, we not only offer a motivating working environment, but also various leisure activities and modern working conditions. Our interactions at eye level encourage open communication and a pleasant working environment. Become part of a team where your skills are valued and innovative ideas are fostered.

If you have any questions, please contact us at [e-mail] with the following details: