Your mission

The Spare Parts Administrator supports the Spare Parts Planning Team Leader with the effective and efficient management of spare parts operations.

This office-based role focuses on providing comprehensive end-to-end customer support across Europe, coordinating closely with internal and external departments such as Service, Demand Planning, Logistics, and Warehousing.

Key responsibilities include managing order processes, customer claims, fixing order issues, and maintaining daily operational communication with key first-tier customers. The role ensures accurate reporting, smooth order flow, and accurate service levels throughout the spare parts supply chain.

What you will do:

Reporting and Analysis:

• Prepare recurring and ad hoc reports for Service Management, Spares Planning, and other Departments to support data-driven decision-making.
• Identify and highlight trends, issues, and opportunities for operational processes and service performance.

Order Management:

• Manage the Order transaction cycle for assigned customer accounts, ensuring transactions are processed completely, accurately, and on time.
• Coordinate the daily sales order allocation process in collaboration with the Service team.
• Oversee delivery creation and availability in coordination with the internal Supply Chain departments.
• Produce and monitor customer metrics to ensure expectations and service level agreements are met.

Claims and Rebates Management:

• Administer the full customer claims cycle, managing correspondence, documentation, and queries related to transaction processing.
• Process and track commercial claims, including stock rotations, back margins, rebates, and logistical claims, ensuring timely resolution.

Cross-Functional Collaboration:

• Work closely with Service and Supply Chain teams to validate and process transactions efficiently and accurately.
• Support internal stakeholders with accurate information to facilitate smooth communication and issue resolution.

Performance and Compliance:

• Measure, track, and report on operational KPIs both internally and externally on a monthly basis.
• Ensure all activities and documentation comply with relevant policies and procedures, including J-SOX, ISO standards, and internal work instructions.

What we ask for:

• Experience in Sales or Order Administration, ideally within a supply chain, logistics, or spare parts environment.
• Experience in data consolidation, analysis, and reporting, with attention to accuracy.
• Demonstrated attention to detail and commitment to following issues through to resolution.
• Experience with export processes and preparation of associated shipping and customs documentation.
• Basic understanding of international trade and global supply chain operations.
• Excellent communication skills with the ability to liaise effectively across departments and with external customers.
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with SAP or other ERP systems is an advantage.
• Logical, proactive problem-solver with the ability to prioritize and manage multiple tasks.
• Strong sense of ownership and accountability for business processes and outcomes.
• Effective team player who collaborates well in a cross-functional environment.
• Fluent in English verbal and written to communicate with colleagues in Europe, additional European languages are an advantage.

What we offer:

Monthly salary 1350 - 1750 EUR gross (The final offer will be based on the candidate’s assessed skills, knowledge and experience.)

Benefits: 

• Annual bonus.
• Hybrid working module (3+2).
• Health insurance.
• Eye care.
• Wellness/Recognition programs.
• Development programs.
• Employee Discount on Epson products.

Our heritage

We aspire to be an indispensable company, trusted throughout the world for our commitment to openness, customer satisfaction and sustainability. We respect individuality while promoting teamwork, and we are committed to delivering unique value through innovative and creative solutions.

Our commitment to the environment

We all have a role to play in building a better future. For Epson, being a sustainable company means being mindful of every aspect of our organisation – from the smallest lightbulb to the largest factory. It fuels our innovation, drives our growth, motivates our workforce and, ultimately, to contribute to society.

Our people

We believe a healthy culture, strong values, teamwork and contribution from a diverse range of individuals will help us to strive for excellence.

Our brand

Ranked by Clarivate Analytics as a Top 100 Global Innovator brand for the last seven years running

Epson is an equal opportunity employer. We celebrate diversity and are dedicated to fostering an inclusive environment for all employees. We actively encourage applications from individuals of all protected characteristics and are committed to providing any necessary accommodations during the application and assessment process, as well as upon joining our team.

If you require additional assistance for your application or wheelchair access to our facilities, please email recruitment@epson.eu. A member of our team will be happy to assist you.