As the Back Office Administrator, your primary responsibility is to issue quotes for spare parts, process orders for new machines and spare parts, prepare shipping documents and invoices, and ensure timely follow-up on payments. This role supports both the sales and service teams to enhance customer satisfaction and operational efficiency.
Your tasks
Key Responsibilities
- Issue accurate and timely quotes for spare parts, new machines, and services, and proactively follow up with customers to confirm orders.
- Process and manage customer orders in the SAP system, ensuring all required data is accurately recorded and up to date.
- Prepare and verify shipping documents, ensuring compliance with relevant regulations and customer requirements.
- Issue invoices promptly after order fulfillment.
- Monitor payment statuses, follow up on overdue payments, and coordinate with finance as necessary to support timely collections.
- Maintain high standards of data quality in ERP and CRM systems, ensuring accurate order records, tracking, and documentation.
- Support customer service teams by providing relevant information for warranty cases, updating case files, and ensuring smooth communication flow between departments to facilitate timely and effective resolution.
- Prepare routine and ad-hoc reports to assist management in monitoring and decision-making.
Your profile
Training/Education:
- College or University Degree
- Fluent in English mandatory, German understanding is of great advantage and other languages is an asset.
Professional Experience:
- Experience in customer service, order handling, or sales support, ideally in a technical or industrial environment.
- Proficiency in SAP and Microsoft Office Suite.
Other:
- Customer Orientation: A customer-first mindset, with a strong emphasis on problem-solving and proactive support.
- Time Management: Excellent organizational skills to manage multiple tasks, prioritize effectively, and meet deadlines.
- Communication: Strong written and verbal communication skills for effective customer interactions and accurate documentation.
Kardex is the market leader in intralogistics automation, and we see a continuous potential to grow our footprint. We offer a job in an international company that is known for innovative solutions and that offers exciting development - in a climate where success-oriented work and self-reliance are encouraged.
Benefits
- Attractive remuneration package
- Private health insurance
- Corporate pension fund
- International work environment
- Continuous personal development and international training opportunities
Top Skills
What We Do
Kardex is a global industry partner for intralogistics solutions and a leading provider of automated storage solutions and material handling systems.
Kardex consists of two entrepreneurially managed divisions, Kardex Remstar and Kardex Mlog. Kardex Remstar develops, manufactures, and maintains dynamic storage and retrieval systems, while Kardex Mlog offers integrated material handling systems and automated high-bay warehouses.
Kardex also acts as a global AutoStore™ partner, offering flexible and modular storage and order fulfillment solutions. Kardex Remstar, Kardex Mlog, and Kardex AutoStore are partners to their customers throughout the entire life cycle of a product or solution, starting with the assessment of customer requirements, through planning, realization, and maintenance of customer-specific systems, to ensuring high availability and low life cycle costs by means of customer-oriented life cycle management.
The Group employs around 2,500 people in over 30 countries. Kardex Holding AG has been listed on the SIX Swiss Exchange since 1989.
