Order Service Representative (German)

Our Partner designs and manufactures adaptable workspaces including raised floors, moveable walls, office furniture and seating. Their members live across the globe, conducting business in over 30 languages.

Place of work: Budapest, 3. district.

Order Service Representative is responsible for all aspect of order fulfilment. This includes entering various forms of orders, from project and non-project orders to warranty orders, change orders, re-orders, etc. and diligently follow up with factories and suppliers to ensure orders are acknowledged and committed in lead time to meet project timelines. A partner to the logistic support to ensure shipments are closely tracked, organised and shipped out of origins to destinations and delivered, as planned to job site on time.

Key Roles and Responsibilities:

Order Fulfillment

• On receipt of confirmed order docket submitted by Salespeople, check for completeness of the documents like customer’s purchase order, signed approval by customers on final finishes/technical specifications/floor plan layout, OBK files, approved PAM, quotations from 3^rd party suppliers and approved Sales Order Form
• Once the documents are confirmed acceptable for order entry, work closely with B&Ds, Sales and Project Managers to finalize technical specifications and project schedules committed to customers to process order entry.
• In the process of Specials/COMs/3^rd party products, ensure product data will be created for Swing
• On loading of the orders into Swing, all order details must be verified, acknowledged and confirmed by the factories and suppliers.
• All critical dates of the orders, committed by the factory and suppliersmust be validated in Swing and input, especially 3^rd party products/supplies, to enable tracking of delivery and shipment and also update into the Order Tracking worksheet, if so request by business units.
• Project Managers will provide planned project completion schedules to be updated in Swing on regular basis and this will be supported so management has visibility to the business plans ahead of times
• On completion of projects either partially or fully executed, offline will be done for Customer Service/Finance to invoice and complete the project cycle
• After-sales service support on warranty claims and replacement orders will be processed and business units are regularly and timely informed on the delivery of parts out of the factory to resolve defects on site
• Support business units in sending invitations to customers and stakeholders to give feedbacks on services  and sending reminders to customers for their responses as part of the process of Customer Satisfaction Survey.
• Cross training within the team to transfer knowledge and create business continuity plans from order services, logistic and e-commerce support for back up during peak period and official leave of absence of peers.
• Management can assign members to work on projects and strategic tasks from time to time

Order Service:

– Enters orders by EDI, uploads or manually

– Requests needed information for the Order entry from the Sales Order Form

– Verifies the deadlines on the preparation document

– Organizes order confirmations storage and dispatches to Customer Service Assistants Front Office

– Archives the order preparation documents

– Fills missing information on customer files (local account – group account)

– Establishes the commission letters and sends them to the Dealers

– Processes customer satisfaction surveys.

Routine Tasks:

– Participates on the daily Team meeting

– Reports activities to his/her Management

– Is flexible on all orders entries accounts processes

– Is proactive in continuous Improvement

Requirements and Qualifications  :

• 1 years of relevant experiences
• Strong organisational skills, attention to details, excellent level of accuracy and self-starter with good learning mindset
• Good analytical and problem-solving skills and ability to adapt to changing environment.
• Good oral, written communication skills and German and English language.
• Able to work effectively independently.
• Proficiency with MS Excel, Word.
• Knowledge in SWING (will be advantageous)
• A good team player
• Excellent customer service skills
• Demonstrate encouraging, energetic & positive working attitude and high sense of responsibility.

We offer:

• Cafeteria
• Bonus based upon Europe EBIT – it is a team contribution to the success of the company.
• Healthcare.
• Annual doctor screening.
• Beautiful working environment.
• Home office: 2 days.
• Team of approx. 60 members in the SSC.