Service Parts Logistics Administrator

Mission

Within the ProtonTherapy Service Logistics team, the Service Parts Logistics Administrator oversees the processing, the coordination and the delivery of customer orders for the Proton Therapy centers worldwide in CS phase, to ensure a near perfect day to day customer experience.
Accountable for the preparation of the yearly stock count process of the PT sites assigned to
Oversee maintaining the stock levels of spare parts and is responsible to ensure than the stocks in our ERP as well as in our user interface, reflect the reality of the physical stocks.

Key responsibilities

Handle day-to-day customer service logistics operations: reception of orders and the logistics requests, follow up of the ongoing orders & the Proton Therapy consignment stocks levels

• Fast and correct order booking: zero-defect customer service as a rule
• Follow up of 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, production planning.
• Follow up order & delivery status, on-time delivery, in collaboration with our 3PL partner and their forwarders.
• Project deployment of new consignment stock: prepare and follow up on the deployment of new consignment stock until the material reception on site and system set up to run the day-to-day operations

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

• Proactively resolved service incidents
• Ensure proactive communication towards the PT sites
• Ensure the best service to meet the customer expectations/ SLA requirements
• Provide close operational support to resolve spare parts logistics & consignment stocks related issues (delay, packing, quality, etc.)

Be the interface contact with related departments

• Efficient communication with related departments (CS Planning, Transport, Warehouse, 3PL partner, Service Inventory, Reverse Logistics, Customs)
• Coordinate (Transport/QC/Warehouse/CS Planning/3PL) urgent deliveries in case of unexpected events (Downtime), provide logistics investigation support on event root cause and report on it

Work in close contact with Service hub & Inventory team on various topics such as stock management, improvements, projects, 3PL performance follow up.

• Efficient communication and collaboration with Service hub & Inventory team around the consignment stocks inventory control, new consignment stock project to deploy

Analyze issues with impact on customers and propose/implement appropriate solutions; Act as facilitator

• Reported problems and implemented solutions are documented
• Able to set and adapt priorities when unexpected situations occur to minimize the impact on the customers

Prepare import/export regulatory specificities.

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

Skills and Qualifications

You have

• Bachelor logistic/ International trade or you have an equivalent experience
• 4-5 years of experience in Logistics (stock management, transport)
• Good knowledge of :
  • Office tools (Excel, Outlook)
• Assets for the job:
  • A good knowledge of SAP or S4HANA
  • A knowledge of salesforce
  • A knowledge of customs procedures
• Excellent communication skills in English, both written and spoken
• French is a plus

And you are

• A team player who thrives in collaboration, but also confident working independently
• Naturally customer-oriented, always aiming to deliver the best experience
• Rigorous and professional, with a strong sense of responsibility
• Able to stay calm and focused under pressure
• Well-organized, with strong time and task management skills

What we offer

• An open-ended contract
• Attractive Benefits: Competitive package including company car, meal vouchers, group insurance, and more.
• Internal Mobility: Benefit from diverse career development opportunities across departments and projects within a growing, global company. 

Recruitment Process

• First interview – with Luis de la Serna (Recruiter)
• Second interview – with Cedric Nottet (Hiring Manager)