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Customer Service Stock Administrator

Requisition ID:  1755

Louvain-la-Neuve, BE

Department:  MAS-MSC-Logistics
Shift:  Full-Time
Kind of contract:  Open Ended Contract


As Customer Service Stock Administrator is in charge of the processing, the coordination and delivery of customer orders for the Proton Therapy Centers under Service Level Agreement to ensure a near perfect day to day customer experience.

Your responsability is also in charge of maintaining the stock levels of spare parts and you are responsible to ensure than the stocks in our ERP (Enterprise Resource Planning) as well as in our user interface, reflect the reality of the physical stocks.

Challenges we trust you with

Handle day to day customer service: receptions of orders and the technical requests, follow up of the ongoing orders

  • Fast and correct order booking: zero-defect customer service as a rule 
  • Follow up the orders (from the manufacturing/purchasing process until the on-site delivery)
  • All customer requests are answered or dispatched within the shortest response time 
  • Analyze the requests and the feasibility according to the various logistics constraints, stock levels, service level agreements
  • Follow up delivery status and deliveries on time, continuous monitoring of the performance of our 3PL partner and their forwarders

Communicate with customers: incident management, customer inquiries handling, complaint management

  • Proactively resolved service incidents 
  • Ensure a proactive communication towards the customers sites
  • Ensure the best service to meet the customer expectations/ SLA requirements (Service-Level Agreement) 

Be the interface contact with related departments

  • Efficient communication & relationships with related departments (Purchasing, Planning, Transport, Warehouse, 3PL partners) 


Work in close contact with Customer Service Stock Associate team on various topics such as stock management, improvements, projects, 3PL performance follow-up

  • Efficient communication and collaboration with CS (Customer Service) Stock Associate team

Analyze issues with impact on customers and implement appropriate solutions; act as facilitator

  • Reported problems and implemented solutions are documented 
  • Able to set and adapt priorities when unexpected situations occur in order to minimize the impact on the customers
  • Efficient work is done, even under pressure

Participate to KPI definition, respect and communicate them

  • Activities reported to your manager/business lines leaders (formal through KPI + informal) on regular basis and with the required level of details and accuracy 
  • The management has the proper reporting to make decisions and follow activities 

Manage and update databases

  • Updated, correct and reliable database; no issues in customer database (Salesforce/ServiceMax) and recommended spare parts list


Prepare import/export regulatories specificities

  • Management of specific documents related to import/export regulatories (proforma invoice, packing list, brokers requirements)
  • Communicate & collaborate with the Customs Program Manager
  • Maintain the relationship with international brokers to support the projects and ensure a smooth & efficient exportation/importation

What we value

You have:

  • A strong experience in Customer Service (stock management, transport, customs,...)
  • French and English (spoken and written) as main languages for the day-to-day operations
  • Office tools (Excel, Outlook)
  • SAP knowledge

And you also are:

  • Team spirit and collaborative work is key for you but you are also able to work on your own
  • Customer oriented
  • Rigorous and professional awareness
  • Stress resistant
  • Organizational skills


The job will be located in Belgium (Louvain-La-Neuve). The organisation of the team involves a system of on-call (around 1 week each month).

Cherry on the cake

You have knowledge of Customs, 3PL Management and Salesforce.

Life at IBA

Diversity is fundamental to our culture. We value the uniqueness of individuals and the different perspectives and talents they bring to IBA. We learn from and respect the cultures in which we work, promote diversity within our workforce, and have an inclusive environment that helps each and every one of us to fully contribute to IBA’s success.

The identity of IBA is characterized by a group of colleagues driven by motivation, curiosity, creativity, the desire to learn on a daily basis, by technical challenges and above all by a highly developed team and family spirit that makes the daily life smoother and more enjoyable!

By joining a team of about 40 nationalities and working on more than 45 different sites on 3 continents, IBA offers you the opportunity of a meaningful career with a direct impact in the fight against cancer.

We are driven by: 

  • Innovating in a cutting-edge technology environment
  • Developing professional and personal skills by learning on the Job; by participating in challenging projects; top class courses 
  • Evolving in a friendly culture environment based upon solid values (dare - share - care - be fair) 
  • Acting autonomously and belonging to motivated teams with good work-life balance 
  • Contributing to a company where sustainability, safety and well-being are key to our success

If you are passionate, cause-driven, you can make this quest yours by joining our dedicated colleagues and give your career a new meaning.

IBA Group

IBA is offering a broad and amazing diversity of careers. For our business units to perform at their best, they can rely on various shared services that give the appropriate support to each activities so that they can run their business smoothly. Finance, legal, corporate communication, human resources play together a key role in the company growth.

IBA: Protect, Enhance and Save Lives

IBA is the world leader in particle accelerator technology and designs, produces and markets innovative solutions for the diagnosis and treatment of cancer and other serious illnesses, and for industrial applications such as the sterilization of medical devices.

IBA is driven by a mission to Protect, Enhance and Save Lives. IBA’s innovative mindset, dedication to technological and scientific progress and long-standing open relationships with customers and partners make IBA a unique scientific company.

A committed company

IBA believes in a business model that creates shared and long-term value for all its stakeholders:

IBA increases market share and return for its shareholders, improves quality of life for its customers, patients and employees, and contributes to the well-being of the society. All while maintaining and restoring the planet’s health. IBA has integrated this stakeholder approach into its company bylaws.

This vision is operationalized since 2021 by the B-Corp certification, a holistic tool to assess, benchmark and ultimately improve its sustainability journey.

Learn more about IBA and its technologies, download our new corporate brochure or visit our corporate website.

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