JOB SUMMARY
- Responsible for implementing and executing all order management relevant processes.
- Creation, managing, and monitoring of orders according to the approved guidelines.
JOB DESCRIPTION
Order & Commercial Administration
- Act as the main point of contact for customers on order processing, billing, and invoice-related queries.
- Create, update, and maintain customer and vendor master data.
- Manage commercial orders end-to-end, including order creation, amendments, confirmations, down payments, and billing release.
- Monitor order lifecycle and follow up on long-open orders or backlogs.
- Issue purchase orders to suppliers.
- Check, compile, and submit supplier invoices to Finance for processing.
- Handle order and invoice adjustments such as credit notes, cancellations, and re-invoicing.
- Send sales invoices to customers via email or courier.
- Support accounts receivable activities, including payment follow-ups and customer communication.
- Maintain accurate records and documentation for all commercial transactions.
- Liaise with the Sales team to clarify project details and obtain required information for order creation.
- Perform ad-hoc administrative tasks as needed.
Audit & Certification Support
- Coordinate and monitor the order-to-certificate process to ensure efficiency and timely delivery.
- Prepare and manage audit missions, including documentation for internal and external audits.
- Enter and maintain relevant data in internal systems and accreditation platforms.
- Coordinate with external auditors when required, including sub-order creation and document collection.
- Review audit documentation for completeness, accuracy, and procedural compliance.
- Support certificate preparation, checking content, format, and readiness for release.
- Edit certificate text and layout where necessary and arrange delivery to customers.
- Monitor audit timelines and initiate postponements where required in line with internal and regulatory guidelines.
- Coordinate with regional or international teams for global customer accounts.
- Arrange travel bookings for auditors with cost efficiency in mind.
- Collect and manage audit planning documents and reports from external parties.
- Complete registrations and documentation required by local authorities or regulators, where applicable.
REQUIREMENTS
- Minimum 3 years of working experience in commercial order processing / technical support / administration related work.
- High self-initiative and teamwork supporting qualities, together with positive attitude and good interpersonal skills.
- Effective communication skills and knowledge of English on a business proficiency level.
- Completes tasks on time of excellent quality, provide feedback, demonstrates proactive and solution-oriented behavior.
- Continuously looking for ways to improve and promote quality of work, makes recommendations for improvements.
- Proficient computer skills especially in SAP SD and MS Office (Word, Excel).
