Customer Care Specialist (German Speaking)

Timeless Medical Systems; Mandaue; On-site; PHP 279,000 - 469,000; Full time

Job summary

Timeless Medical Systems is seeking a German-speaking Customer Care Specialist in the Philippines to maintain customer data, manage documentation, and handle inquiries with professional coordination across teams.

The role emphasizes accurate CRM records, timely responses, and collaboration with Product and Technical Support to ensure an excellent customer experience while supporting sustainment projects and knowledge sharing.

Qualifications

• 1–3 years of customer service or admin support experience.
• Proficiency with Outlook, Teams, Excel, SharePoint, Word, and PowerPoint.
• Experience with CRM tools (Salesforce, Copper, HubSpot) is a plus.
• Excellent written and spoken English and German.
• Strong customer focus and problem-solving mindset.
• Ability to manage multiple priorities in a fast-paced environment.
• Collaborative team player with cross-functional partners.

Responsibilities

• Maintain accurate records of customer interactions in the CRM system.
• Ensure up-to-date documentation of all interactions and follow-ups.
• Develop and maintain internal customer service documentation.
• Serve as admin contact for sustainment projects.
• Address routine inquiries promptly and professionally.
• Engage with clients confidently, even with limited information.
• Foster positive relationships and pro-active communication.
• De-escalate when possible and advise on escalations.
• Coordinate with Product and Technical Support teams.
• Monitor and analyze administrative data to identify trends.
• Provide outstanding service for a positive customer experience.
• Maintain product knowledge to guide interactions.

Skills

German language

English language

Customer support

Time management

Communication skills

Multitasking

Cross-functional

Tools

CRM tools

Microsoft Office

Job description

At Timeless Medical Systems, we partner with leading healthcare organizations to enable them to improve nutritional outcomes for their patients through seamless integration of clinical expertise and intelligent technology. This includes software used to track and trace the handling and feeding of expressed human milk, donor human milk, and formula in healthcare facilities and human milk banks across around the world. To support continued growth, we are seeking a German speaking Customer Care Specialist.

Job Summary

The Customer Care Specialist is responsible for maintaining the integrity of customer data, managing essential documentation, and ensuring timely, professional handling of client inquiries and internal coordination. The incumbent duties will encompass Documentation and Data Management, Customer and Internal Support, and Operational Excellence. The ideal candidate is detail-oriented, highly organized, and passionate about efficient administrative processes.

Job Duties

• Maintain accurate records of customer interactions and activity in the Customer Relationship Management (CRM) system.
• Ensure accurate and up-to-date documentation of all customer interactions and administrative follow-ups.
• Develop and maintain internal customer service documentation, including knowledge
• Serve as an administrative point of contact for sustainment projects, providing support
• Address routine customer inquiries and administrative concerns in a timely and
• Confidently engage with clients, even when immediate information is limited.
• Proactive approach to client communication, fostering positive relationships and
• De‑escalate customers when possible, advise of potential escalations to the
• Collaborate with cross-functional teams (e.g., Product, Technical Support) to coordinate
• Assist in monitoring and analyzing administrative customer data to identify trends in
• Provide outstanding service to ensure an effective and positive customer experience.
• Maintain proficiency in the company's product knowledge to accurately guide
• administrative and basic support interactions.

Job Requirements

• 1–3 years of experience in a customer service, customer experience, or administrative support role.
• Proficiency in Microsoft Office applications: Outlook, Teams, Excel, SharePoint, Word,
• and PowerPoint.
• Experience with CRM tools (e.g., Salesforce, Copper, HubSpot) is an asset.
• Excellent English and German communication skills, both written and spoken.
• Strong customer focus and commitment to client satisfaction.
• Excel at actively listening, taking comprehensive notes on any concerns, and ensuring that all clients feel heard and supported.
• Demonstrated time management and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Collaborative and cooperative mindset; ability to work well with cross-functional
• partners.

Work Conditions

• Potential for extended periods of sitting
• Operation of desktop computer and peripherals
• Monday to Friday, 10:00 PM to 7:00 AM (GMT+8), aligning with North American business hours.