Responsibilities / Tasks
Quotations & Orders
1. Create spare parts quotations and modification quotes.
2. Receive customer orders, check against quotations, and issue order acknowledgements.
3. Request technical support when needed and ensure all technical checks are completed.
4. Follow up quotations within required timelines.
5. Set up spare part numbers when necessary.
6. Process sales orders in SAP through to invoicing within 24 hours of receipt.
7. Observe customer requirements as stated on orders.
8. Review order statuses regularly to ensure timely delivery.
9. Run and action SAP spares backlog reports.
10. Identify and action orders ready for invoicing through SAP reports.
Customer & Internal Communication
11. Handle customer queries within required timeframes.
12. Liaise with internal service teams and suppliers (UK and abroad).
13. Arrange transport in line with customer requirements and cost expectations.
14. Carry out occasional customer visits, factory/site visits, and attend GEA meetings.
15. Provide holiday and sickness cover for Spare Parts and other admin roles.
16. Picking, packing, and arranging shipment of small parts for urgent breakdown orders.
Pricing, Credit & Finance
17. Request approval for price anomalies or special pricing.
18. Liaise with Credit Control regarding exceeded credit limits, new customer setups, or customers on stop.
19. Initiate new customer setups.
20. Resolve invoice queries and dispatch invoices per customer requirements.
21. Support the Finance team on spare-parts–related issues.
Returns & Purchasing
22. Manage spare parts returns, including issuing credits/return notes and ensuring correct approvals.
23. Create purchase orders to support parts orders, including gaining approval for non-GEA purchases.
CRM, Documentation & Admin
24. Update CRM with quotations, orders, and activity in support of Service Sales campaigns.
25. Maintain Import/Export folders and spreadsheets.
26. Check shared mailboxes for quotation requests, orders, technical enquiries, and account enquiries.
27. Redirect mailbox items to relevant departments when appropriate.
28. File documentation according to agreed procedures.
29. Support FHT (Food solutions) team with administration as required.
30. Assist with ad-hoc tasks and provide support to colleagues.
31. Support annual stock takes.
32. Participate in bank holiday and Christmas cover on a rota basis.
Your Profile / Qualifications
33. Educated to at least GCSE level
34. Strong Microsoft Office skills
35. SAP experience - (essential)
36. Experience in spares order handling, administration, and processing (essential)
37. Experience dealing with customers at various levels
38. Experience working in a diverse office environment
39. Ability to liaise with people at all levels
40. Excellent communication skills across all media
41. Keen eye for detail
42. Flexible and proactive approach
43. Ability to work under pressure
44. Ability to work as part of a team
45. Ability to work on own initiative
46. Hybrid role: 3 days per week in the office (non-negotiable)