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
1. Fast and correct order booking: zero-defect customer service as a rule
2. Follow up of the orders (from the manufacturing/purchasing process, until the on-site delivery)
3. All customer requests are answered or dispatched within the shortest response time
4. Analyze the requests and the feasibility according to the various logistics constraints, stock levels, service level agreements, production planning.
5. Follow up order & delivery status, on-time delivery, in collaboration with our 3PL partner and their forwarders.
6. 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.
7. Proactively resolved service incidents
8. Ensure proactive communication towards the PT sites
9. Ensure the best service to meet the customer expectations/ SLA requirements
10. Provide close operational support to resolve spare parts logistics & consignment stocks related issues (delay, packing, quality, etc.)
Be the interface contact with related departments
11. Efficient communication with related departments (CS Planning, Transport, Warehouse, 3PL partner, Service Inventory, Reverse Logistics, Customs)
12. 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.
13. 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
14. Reported problems and implemented solutions are documented
15. Able to set and adapt priorities when unexpected situations occur to minimize the impact on the customers
Prepare import/export regulatory specificities.
16. Management of specific documents related to import/export activities (proforma invoice, packing list, brokers requirements)
17. Communicate & collaborate with the IBA Customs team
18. Maintain the relationship with international brokers to support the projects and service operations ensure smooth & efficient exportation/importation
Skills and Qualifications
You have
19. Bachelor logistic/ International trade or you have an equivalent experience
20. 4-5 years of experience in Logistics (stock management, transport)
21. Good knowledge of : Office tools (Excel, Outlook)
22. Assets for the job: A good knowledge of SAP or S4HANA A knowledge of salesforce A knowledge of customs procedures
23. Excellent communication skills in English, both written and spoken
24. French is a plus
And you are
25. A team player who thrives in collaboration, but also confident working independently
26. Naturally customer-oriented, always aiming to deliver the best experience
27. Rigorous and professional, with a strong sense of responsibility
28. Able to stay calm and focused under pressure
29. Well-organized, with strong time and task management skills
What we offer
30. An open-ended contract
31. Attractive Benefits: Competitive package including company car, meal vouchers, group insurance, and more.
32. Internal Mobility: Benefit from diverse career development opportunities across departments and projects within a growing, global company.
Recruitment Process
33. First interview – with Luis de la Serna (Recruiter)
34. Second interview – with Cedric Nottet (Hiring Manager)