Spare parts Coordinator

United Imaging Healthcare Europe; Rotterdam; On-site; EUR 52,000 - 68,000; Full time

Job summary

United Imaging Healthcare Europe in Rotterdam is seeking a detail‑oriented logistics specialist to coordinate spare‑parts logistics across Europe. You will work with warehouses, engineers, HQ and partners to ensure accurate inventory and timely fulfilment.

Responsibilities cover tool management, calibrations, SAP/GWMS data reconciliation, cycle counts and shipments. English proficiency required; Chinese-English bilingual is a plus. On‑site role with European travel.

Qualifications

• Bachelor's degree or equivalent in Logistics, Supply Chain, Business, Engineering
• Hands-on experience in spare-parts logistics, warehousing, inventory control, courier shipments and trucking coordination
• Practical knowledge of installation and service tools; ability to match specifications, check toolkit completeness, coordinate procurement and manage calibration or inspection due dates
• Strong attention to detail, follow-through and coordination skills; ability to prioritise urgent installation and service requirements
• Experience with WMS (GWMS preferred), SAP and SCM/work-order systems

Responsibilities

• Coordinate spare-parts logistics across European operations; ensure accurate inventory and timely fulfilment
• Identify installation/tool management requirements; maintain tool IDs, locations and issue/return records
• Coordinate inspections, calibration, renewals and replacement tools; ensure valid status before dispatch
• Process inbound/outbound stock, GWMS operations, and support system implementations; train users
• Operate SCM work-order system for spare-parts applications, approvals and closures; align with engineers and teams
• Reconcile GWMS, SAP, SCM and 3PL inventory by barcode/serial/part numbers; investigate discrepancies
• Monitor safety stock, replenishment, and shortages; manage transfers or HQ replenishment
• Coordinate returns, traceability, and courier shipments; manage DHL and express shipments; prepare customs data
• Coordinate cycle counts and 3PL reporting; drive process improvements

Skills

Spare-parts logistics

Warehousing

Inventory control

Courier shipments

Trucking coordination

WMS (GWMS)

SAP

English proficiency

Chinese-English bilingual

Education

Bachelor's degree in Logistics, Supply Chain, Business, Engineering

Tools

GWMS

SAP

Excel

Job description

Coordinate spare-parts logistics and toolbox/tool readiness across UIH's European operations. Work with warehouses, engineers, HQ and logistics partners to ensure accurate inventory and timely fulfilment, and keep installation, repair and maintenance toolkits complete, serviceable and within applicable validity periods.

Main Responsibilities

Installation and Service Tool Management

Identify installation and toolbox/tools, measuring instruments and. Check toolkit contents against checking lists and inspect condition before dispatch and on return. Maintain tool IDs, locations and issue/return records.

Coordinate inspections, verification and calibration with qualified providers. Maintain certificates and due dates, arrange renewal before expiry and replacement tools during servicing, and ensure valid calibration or inspection status where required before dispatch and use. Withdraw expired or defective tools from service.

Coordinate tool procurement, replenishment, repair and replacement. Confirm specifications and compatibility with engineers or HQ, compare quotations, follow approvals, and track delivery and receipt to keep installation, repair and preventive‑maintenance toolkits complete and serviceable.

Warehouse & GWMS Operations

Process and monitor inbound, put-away, picking, outbound and stock‑transfer activities across European spare‑parts warehouses. Operate GWMS and handheld barcode devices; support system implementation, user testing and training.

SCM Work Orders & Parts Fulfilment

Operate the SCM work‑order system to process spare‑parts applications, approvals and closure. Coordinate with engineers and teams to meet service priorities and delivery timelines.

SAP & Inventory Data Management

Reconcile GWMS, SAP, SCM and 3PL inventory by barcode, serial number, part number, warehouse and status. Use Excel (VLOOKUP/XLOOKUP, PivotTables) to investigate discrepancies, trace receipts, shipments and transfers, and follow corrective actions through to closure.

Stock Availability and Replenishment

Monitor safety stock, consumption, available stock and in‑transit replenishment across European warehouses. Identify critical‑part and mandatory‑tool shortages, coordinate warehouse transfers or HQ replenishment, and track urgent orders and arrival dates against installation and service needs.

Returns, Traceability & Courier Shipments

Coordinate returns from engineers and customer sites through warehouse receipt and system closure. Maintain work‑order and barcode/serial‑number traceability, verify usable, used, defective and DOA status, and follow quarantine procedures. Manage DHL and express‑courier orders, labels, shipment documents and delivery exceptions.

Request and compare transport quotations for trucking (FTL/LTL), air freight and LCL. Coordinate pickup and delivery schedules with carriers and warehouses. Prepare product descriptions, HS codes and supporting data for customs clearance; coordinate with HQ, customs brokers and logistics providers.

Cycle Counts, 3PL Coordination & Reporting

Coordinate cycle counts and monitor 3PL service levels. Report logistics performance, stock discrepancies, open returns, tool readiness and calibration due dates. Document SOPs and drive process improvements.

What We're Looking For

Must-have:

• Bachelor's degree in Logistics, Supply Chain, Business, Engineering, or equivalent relevant experience
• Hands‑on experience in spare‑parts logistics, warehousing, inventory control, courier shipments and trucking coordination
• Practical knowledge of installation and service tools, including test and calibration equipment; ability to match specifications, check toolkit completeness, coordinate procurement and manage calibration or inspection due dates
• Strong attention to detail, follow‑through and coordination skills; ability to prioritise urgent installation and service requirements
• Experience with WMS (GWMS preferred), SAP and SCM/work‑order systems
• Professional working proficiency in English; Chinese-English bilingual strongly preferred
• Willing to work on‑site in Rotterdam and travel within Europe as needed

Nice-to-have:

• Medical device or regulated industry logistics experience
• Knowledge of Incoterms, EU/UK customs processes, VAT and import duty
• Experience with WMS implementation, warehouse transitions or process automation
• 3PL warehouse, courier, trucking and customs broker management experience