Order Processing Coordinator

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Role

The Order Processing Coordinator is responsible for the end-to-end processing of machine orders across multiple international markets. This role ensures seamless coordination between customers, sales teams, production sites, and logistics partners, with a strong focus on accuracy, timeliness, and customer satisfaction.

Key Responsibilities       

• Entry, verification, and maintenance of orders from the markets in Europe, India, and Africa in SAP (e.g., SD) and connected systems (e.g., C4C), including checks of pricing, quantities, delivery terms, and Incoterms
• Coordination with internal production plants in Germany, Italy, and China, as well as external suppliers
• Clarification, monitoring, and communication of delivery dates to ensure on-time delivery
• Preparation of documents for bank guarantees and letters of credit, as well as down payment and final invoices
• Preparation and verification of order-related documents such as order confirmations, pro forma and commercial invoices, packing lists, and customs-related documents
• Ensuring export and customs compliance (e.g., HS codes, certificates of origin, export controls) in collaboration with logistics and external partners
• Communication with customers, suppliers, freight forwarders, and internal stakeholders
• Timely billing of machinery
• Ensuring contractual and commercial accuracy (prices, payment terms, Incoterms, deadlines)
• Handling complaints and returns, as well as general administrative tasks and acting as a deputy within the team
• Coordination with accounting for period-accurate postings
• Maintenance of SAP master data

Qualifications & Experience

• Commercial apprenticeship (kaufmännische Ausbildung), ideally with further training in export/foreign trade
• At least 3–5 years of professional experience in inside sales, order processing, or international order management
• Very good knowledge of handling machine orders (make-to-order processes)
• Solid SAP knowledge, preferably SAP SD (order entry, billing, down payment and final invoicing)
• Proficient in MS Office (especially Excel)
• Experience with down payments, letters of credit (L/C), and bank guarantees
• Experience with export and shipping documents (invoices, packing lists, certificates of origin, etc.)
• Experience in coordinating with production plants, suppliers, and freight forwarders
• Independent, precise, and goal-oriented working style
• Structured, proactive, and interconnected way of thinking
• Very good German and English skills, both written and spoken

Core Competencies

Collaboration & Communication

• Open and helpful personality with the ability to work successfully in interdisciplinary and international teams
• Strong customer orientation, with interest in and enthusiasm for technical topics
• Cooperative team player with excellent communication skills and a willingness to support others during periods of high workload
• Confident in interacting with international customers, sales managers, production plants, logistics partners, and internal interfaces (Finance, Procurement, Project Management)

Personal Attributes

• Strong self-management skills with a high level of ownership for the end-to-end processing of customer orders
• Excellent organizational and prioritization skills, even with high order volumes and changing deadlines
• Ability to manage processes independently, in a structured and timely manner
• High level of reliability, accuracy, and quality awareness, especially regarding order, delivery, and invoicing data
• Resilience and confident self-management in the face of short-term changes, deadline shifts, or escalations
• Reflective approach and clear communication in interactions with Sales, Logistics, Finance, and customers
• Hands-on mentality

Our Diversity, Equity and Inclusion commitment​

We are committed to creating an inclusive environment for all employees. We celebrate diversity and provide equal opportunities to all, regardless of race, gender, ethnicity, religion, disability, sexual orientation, or any other characteristic that makes us unique.