Spare Parts Administrator

Wärtsilä is an innovative technology company known for being a forerunner in the Marine and Energy markets. Every day, we – Wärtsilians - put our hearts and minds into turning Wärtsilä's purpose of enabling sustainable societies through innovation in technology and services into reality. Our ultimate aim is to provide increased value to both our customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of. 

We want to transition the world towards a decarbonised and sustainable future. By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent – want to join the ride?

As ANCS (Automation, Navigation & Control Systems), we transform how vessels perform to create the safest and most efficient journey for our customers – always with the vision in mind to navigate towards a more sustainable maritime industry. With our rich history of pioneering maritime technologies we have defined industry benchmarks.

To be better tomorrow, we need the right talents today to complement our strong team of 650 employees in over 10 countries across the globe with the right skills, experience and a winning attitude.

We are now looking for a 
 
Spare Parts Administrator (m/f/d)
 
to join our team in Germany, Hamburg
 
As Spare Parts Administrator your work will focus on these responsibilities:
 

• Receive and review spare part orders from internal stakeholders or customers
• Verify the accuracy and completeness of order information, including part numbers, quantities, and delivery addresses
• Coordinate with relevant departments such as
  • procurement
  • warehousing, logistics, import/export
  • tax, finance, accounting & controlling
  • as well as technical support to ensure smooth order processing and fulfillment.
• Monitor order status and provide regular updates to stakeholders, including estimated delivery dates and any potential delays.
• Generate and maintain accurate records of spare part orders, including order details, invoices, shipping documents, and tracking information.
• Ensure proper documentation for all transactions, adhering to company policies and procedures
• Collaborate with relevant teams to resolve any issues, such as order discrepancies, damaged or defective parts, shipping delays, VAT related concerns
• Monitoring of account receivables
• Identify opportunities to streamline spare part order processing workflows and improve efficiency

 
To be successful in this role, we expect you to have:
 

• High school diploma or equivalent; business or science bachelor's degree is a plus
• Previous experience in customer support, call center, or help desk roles is preferred
• Strong verbal and written communication skills (english & german)
• Basic technical knowledge to address common customer inquiries
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment
• Strong teamwork and collaboration skills to work effectively with internal teams
• Customer service-oriented mindset with a focus on delivering high-quality support
• Patience and composure in handling challenging customer interactions

 
It’s a plus if you: 
 

• are proficient in using ticketing systems, CRM software, and other customer support tools
• well-founded SAP and MS Office knowledge
• are familiar with the maritime business and regulatory environment 
• have knowledge of the ANCS product portfolio

Why you and us? 

We at Wärtsilä believe in empowerment, ownership and taking responsibility of our work. We support each other’s growth and co-creation is the true basis of our innovation. We have courage to see opportunities and take initiative. 

We are authentic and honest, and we strongly believe in that by being your own true self you can accomplish so much more. We don’t always get it right the first time, and if mistakes are made, we make sure to learn and grow from them. We want everyone to voice their opinions freely. That is why we have built an environment that empowers you and everyone around you, and where you can feel safe and cared for. Are you eager to be part of this ambition? 

We have an amazing team and we are excited about our work and the impact it has on building sustainable societies. We are looking to find a colleague with this shared passion for smart technologies and a sustainable future. 

Contact & next steps 

We hope to hear from you soon, by submitting your application through our careers portal. We aim to keep you updated on the process throughout. 

For further questions please reach out to Stefanie Schaer, Senior Manager PCM, through email stefanie.schaer@wartsila.com with any questions related to this position (only for questions from direct job applicants, applications through email will not be recorded or responded to). 

Welcome to join us in shaping the decarbonisation of marine and energy!

Last application date: 30/11/2024 

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities. 

This is Wärtsilä 

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 17,800 professionals, in more than 280 locations in 79 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com.