Spare Parts Administrator

The Spare Part Administrator serves as the central point of contact for customers in the spare parts business, ensuring efficient, solution-oriented, and service-focused handling of all inquiries and orders. The role is responsible for timely case processing, proactive quotation follow-up, accurate order execution, and maintaining high customer satisfaction. Through structured case and backlog management, close collaboration with the Global Spare Parts Team, and continuous process improvement, the Spare Part Administrator contributes directly to increasing quotation quality, closing rate, hit rate, and ensuring fast, reliable end-to-end processing in the spare parts workflow. Core Tasks Act as the primary point of contact for customers regarding spare parts inquiries. Receive, prioritize, and process customer cases while ensuring complete and accurate documentation using the provided system landscape Maintain consistent follow-up on open cases, ensuring timely updates and transparency for the customer. Understand customer needs and expectations to drive high satisfaction and customer loyalty. Communicate professionally with customers regarding prices, lead times, technical clarifications, and negotiations. Collaborate closely with the rest of the Global Spare Parts Team to ensure alignment, escalations, and best-practice handling. Prepare, manage, and proactively follow up on quotations to increase hit rate and closing rate. Execute order processing accurately and on time, ensuring a smooth customer experience. Maintain low processing times for both quotations and orders. Support the entire spare parts process from inquiry to quotation to order confirmation and invoice Coordinate with the Global Spare Parts Team for complex cases, pricing alignment, or cross-regional spare parts needs. Monitor, control, and structure the backlog to ensure timely completion of all requests. Use KPIs such as quotation throughput time, quote-to-order ratio, and response time to steer daily activities. Collaborate with the rest of the Global Spare Parts Team to ensure global standards and performance metrics are met. Identify efficiency opportunities across the inquiry, quotation, and order processes. Actively contributes to improvement initiatives, process harmonization, and the implementation of global best practices. Drive customer satisfaction through improved service quality, communication transparency, and process reliability.

Qualifications:

Knowledge of SAP Order Processing (desirable but not essential) Knowledge in CRM (Sales Force) processing's Completed commercial/technical training and professional experience in customer service Previous experience in the Spare Parts business Ability to prioritize workload Ability to work on own initiative within a team environment. Good telephone manner with greeting all customers and being professional whilst resolving queries Excellent communication skills to engage with stakeholders across procurement, sales, finance, and IT—both globally and locally Fluent in English; additional languages (e.g., German, Spanish, Mandarin) are a plus for global coordination. You are characterized by your entrepreneurial thinking and your independent way of working Our promise Swisslog provides you with the possibility to grow while working with us to deliver a game changing mission: to shape the future of intralogistics by introducing an era of robotic and data-driven automated solutions that create exceptional customer value. We are proud of our Swiss roots, while the opportunities we offer stretch across the globe. We don't expect perfection, but we do expect Collaboration, Commitment, Clarity, and Competence (our Core Values) from all our colleagues. In return, we offer you the chance to be part of the driving force behind solutions that are shaping the future, while we develop the leaders that will shape ours. Flexible Working Options Diversity & Inclusion Global Opportunities About Swisslog Swisslog is shaping the #future of #intralogistics. As part of the KUKA Group, we are at the forefront of technology that is changing the world. Serving some of the biggest and most exciting brands across the globe, we're a team of 2,000 professionals and 50 nationalities, working together to transform intralogistics with smart minds and fresh perspectives. With our flexible, #robotic and #data-driven automated solutions, we are powering the supply chain and taking the industry forward. #JoinOurTeam and bring ideas to life!

Job Type:

Full-time Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance Application Question(s): What is your desired salary for this role? Are you able to reliably commute daily to our office in Newport News for this position?

Experience:

SAP:

1 year (Required)

Work Location:

In person