Spare Parts Administrator (m/f/d)

NACOS Marine; Netherlands; On-site; EUR 35,000 - 50,000; Full time

Job summary

NACOS Marine is seeking a Spare Parts Administrator to join our Hamburg team. You will coordinate end-to-end spare parts orders, ensure accuracy, track shipments, and maintain documentation to support timely delivery.

You will collaborate with Procurement, Warehouse, Logistics, Finance and customers, delivering excellent service in a fast-paced maritime setting. Strong English, organizational skills and SAP/CRM familiarity are valued.

Qualifications

• High school diploma or equivalent; degree in Business, Supply Chain, Engineering is an advantage.
• Experience in customer service, order administration or spare parts coordination.
• Strong English communication, both written and spoken.
• Excellent organization and ability to manage multiple priorities.
• Customer-focused mindset with problem-solving and teamwork.
• Basic technical understanding to handle customer inquiries.
• Experience with SAP, CRM systems, and Microsoft Office is an advantage.
• Knowledge of maritime industry and NACOS Marine products is a plus.

Responsibilities

• Process and coordinate spare parts orders from receipt through delivery, ensuring accuracy.
• Verify order details and coordinate with Procurement, Warehouse, Logistics, and Finance for timely fulfillment.
• Monitor order progress, provide customers with updates, and resolve shipping or documentation issues.
• Prepare and maintain accurate order documentation, including invoices and shipping documents.
• Monitor accounts receivable and support follow-up activities where required.
• Deliver excellent customer service while building relationships with stakeholders.
• Identify opportunities to improve spare parts processes and optimize workflows.

Skills

Customer service

Order administration

Spare parts coordination

Communication

Organization

Education

High school diploma

Business/Supply Chain related degree (advantage)

Tools

SAP

CRM systems

MS Office

Job description

NACOS Marine delivers advanced navigation, automation, and control systems for vessels worldwide. Our integrated solutions help ship owners and operators improve safety, efficiency, and sustainability at sea. With proven reliability, innovative technology, and dedicated support, we enable smarter maritime operations. Let’s shape the future of maritime technology together.

Role Overview

We are seeking a Spare Parts Administrator (m/f/d) to join our team in Hamburg, Germany. In this role, you will be responsible for coordinating and managing the end-to-end spare parts order process, ensuring accurate order handling, timely delivery, and excellent customer service.

Working closely with customers, internal stakeholders, and external partners, you will play a key role in maintaining efficient spare parts operations while ensuring all documentation, logistics, and financial processes are completed accurately. This position is ideal for someone who enjoys working in a fast-paced environment, is highly organized, and is committed to delivering outstanding customer support.

Key Responsibilities

• Process and coordinate spare parts orders from receipt through delivery, ensuring accuracy and completeness
• Verify order details and coordinate with Procurement, Warehouse, Logistics, Technical Support, Finance, and other internal teams to ensure timely fulfillment
• Monitor order progress, provide customers with regular updates, and resolve any order, shipping, or documentation issues
• Prepare and maintain accurate order documentation, including invoices, shipping documents, and tracking information
• Monitor accounts receivable and support follow-up activities where required
• Deliver excellent customer service while building strong relationships with internal and external stakeholders
• Identify opportunities to improve spare parts processes and contribute to continuous process optimization

Key Requirements

• High school diploma, vocational/apprenticeship qualification, or equivalent; a degree in Business, Supply Chain, Engineering, or a related field is an advantage
• Experience in customer service, order administration, spare parts coordination, or a similar administrative role
• Strong communication skills in English, both written and spoken
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Customer-focused mindset with strong problem-solving and teamwork skills
• Basic technical understanding to support customer inquiries
• Experience with SAP, CRM systems, and Microsoft Office is an advantage
• Knowledge of the maritime industry and NACOS Marine products is a plus

Why choose us and why we'd choose you?

At NACOS Marine, you'll become part of a global organization delivering innovative maritime technology solutions to customers around the world. You'll work with experienced colleagues across multiple functions, helping ensure our customers receive the right parts at the right time while continuously improving our service processes.

We value collaboration, accuracy, and customer focus, and we're looking for someone who enjoys coordinating complex processes and building strong relationships with customers and colleagues alike.