Customer Service Coordinator

OMEGA, Inc.; Warszawa; On-site; PLN 70,000 - 110,000; Full time

Benefits offered by this job

Sport card

Meal allowance

Job summary

Malvern Panalytical, part of Spectris, seeks an attentive Customer Service professional in Warsaw to support customers and internal teams with accurate order processing and CRM data management.

You will handle inquiries, coordinate with engineers, and ensure timely responses while maintaining ISO9001 quality records and ERP system updates.

Qualifications

• Minimum 2 years of customer service experience.
• Fluent Polish and English at least B2.
• Strong organizational and administrative skills.
• Experience with SAP or Salesforce preferred.

Responsibilities

• Receive and register incoming customer calls and record messages accurately.
• Match customer requirements to engineer availability and coordinate with Sales and Applications.
• Check and process cases and work orders for timely processing.
• Order spare parts and manage records for customers, engineers, and stock.
• Manage the Dispatch Console and track activities using cases and work orders.
• Schedule preventive maintenance visits monthly using the PM planner.

Skills

Customer service

Communication

Polish fluency

English B2

Complaint handling

Organization

SAP

Salesforce

Windows

Office365

Attention to detail

Tools

SAP

Salesforce

Job description

Do you want to be a part of an ambitious, fast-growing, international company with a friendly and inclusive culture? Are you keen to drive growth within a leading global organization whose purpose is to work with our customers, to make the world a better place? Are you looking for an opportunity to work on complex, innovative analytical software systems? Does this sound like you? Then read on!

You will be responsible for:

• Receiving and registering of incoming customer calls whilst at all time maintaining a professional manner. Ensuring accurate recording of message and tasks
• Matching the customers requirements to the availability of engineers and other technical resources including communication with Sales and Applications
• Check and process/approve Cases and Work Orders are processed in a timely manners
• Order spare parts for customers, engineers and stock ensuring records are kept up to date
• Management of engineer Dispatch Console, using cases and Work Orders to track all activities
• Schedule Preventative Maintenance visits for all engineers on a monthly basis using the PM planner in SFL
• Quotations as per customers requests using the correct format ensuring that we have Terms and Conditions agreed
• Contracts administrator and Support agreement including quotes and at the end of warranty or contract end.
• Management of install base through CRM tools
• Updates to warranty and contracts at point of sale.
• Maintaining elements of the ISO9001 Quality System where necessary.
• Create and manage installed products and Customer Accounts in SFL
• Use SAP purchasing to raise requisitions as and when required
• To cover all business relevant tasks for absent staff in order to maintain business continuity
• Maintain accurate financial data for revenue.
• Supporting return and repairs through correct systems.
• Managing invoicing queries with the support of accounts
• Monitoring and managing stock levels and audits across local service organization
• Manage daily tasks in the local business

What do you need to be successful in this role? Skills:

• Min. 2 years of customer service experience( essential)
• Excellent verbal and written communication skills
• Polish: fluent
• English: min. B2 (daily communication with customers and partners)
• Complaint resolution experience
• Strong organisation and administrative skills
• Very good knowledge of CRM/ERP packages(SAP, Salesforce/SVMAX)
• Good IT skills (Windows, Office365)
• Attention to detail and accuracy

Competencies:

• Able to work independently and in the team
• Adaptability
• Problem solving approach
• Self-organized
• "Can-do" attitude

Why you should join Malvern Panalytical:

• A fast learning curve in an exciting, challenging, and open environment, where you will work within an interdisciplinary team
• Varied and interesting work, career development and growth, collaborative working
• A vibrant and multicultural team of smart people
• Competitive benefits including sport card, meal allowance and more.

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.