Service Spare Parts Coordinator II
The Service Spare Parts Coordinator is responsible for delivering efficient customer and service support by managing spare parts operations, repair processes, customer requests, and administrative activities.
The role involves handling customer inquiries, coordinating with internal teams and vendors, maintaining ERP and service records, processing quotations and purchase orders, tracking inventory and logistics, managing KPIs, and ensuring timely support across global regions. He/she maintains, manages documentation and records in an organized manner. Service Spare Parts Coordinator analyzes the requests to define trends and actions to improve processes to improve the business.
- Adequately responding to customer issues
Actively maintain the Jira helpdesk, by prioritizing, assigning, and updating spare parts requests.
Assist in part ordering, price validation, track deliveries, and prepare shipping documents.
Raise RFQs & follow up on RFQs until closure.
Review and Process customer POs.
Update & manage spares tracking log for cost, transportation & other relevant information.
Coordinate with internal stake holder and vendors for spare parts.
Support and create spare part offer for customers & invoicing.
Track parts consumption for various customer sites and coordinate for replacement.
Support the parts warranty process.
Create, coordinate, and invoice for customer repair requests. Manage the repair process.
Review and update customer RMA logs.
Log and keep records of customer queries. Maintain/manage documentation and records in an organized manner.
Provide administrative support to customers in operational matters.
Update the ERP system for spare parts information.
Create, update, and manage various OMR service logs for training, employee certification, compliance log, contracts, installation bases, tool/calibration, etc.
Support any administrative tasks for the service department.
Handle the Service Support phone line as and when needed.
Prepare/Update self-help documents/procedures to assist employees in carrying out departmental tasks without any assistance.
Identify, Evaluate, and Interpret trends for detailed analysis of data.
Create/update/manager spare parts database.
Assist with any other duties as and when required.
Provide coverage for EU and US Coordinators as and when required.
Maintain customer spare parts lists.
Maintain and update safety stocks.
Communicate pricing changes to spare parts to customers.
Update financial logs for forecasting and invoice status.
Manage KPIs.
ADDITIONAL
Continuously optimize the service processes by evaluating and making recommendations for improvements as well as the development of these improvements.
Look for process improvements within the adjacent departments and advice the teams on these.
Undertake continuous improvement and special projects as instructed by management.
Support other PMO related tasks for projects when needed.
Other duties as assigned.
REQUIRED
Must be willing to Work from office as and when needed.
Bachelor’s degree in any discipline can apply. Business related or engineering background will be an advantage.
Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams.
Willing to work in the Central European Time zone and able to work independently.
Proven ability to quickly learn and understand complex topics.
Flexible attitude, prepared to execute tasks other than defined in this job description.
Knowledge of MS-Office and computer fundamentals (E)
DESIRED
Any experience in SCM/logistics field.
Strong administrative skills.
- Knowledge, Skills, Abilities and Other Characteristics
Customer focused.
Proven ability to handle multiple projects simultaneously, with an eye for prioritization.
Experience in managing documentation on MS SharePoint.
Knowledge & support experience for Windows OS, Active Directory, MS Office Applications, Outlook & computer hardware
Teamwork & Interpersonal skills
Analytical, problem solving & decision-making skills
Organizing & planning skills.
Attendance/Punctuality: Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability: Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative: Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Conceptual thinking (Out of the Box).
Anticipating mindset.