Administrator - Customer Service (VKD) / Material Logistic

Overview
Nomad Digital are currently recruiting for an Administrator – Customer Service (VKD) / Material Logistics to join our Operations & Maintenance team based in Hildesheim, Germany.
Act as the first point of contact for customers and service providers, delivering administrative support across customer service operations, including quotations, invoicing, RMA administration and the coordination of service-related activities.
This is an excellent opportunity for someone with strong organisational skills, a customer-focused approach and experience working within a fast-paced administrative or logistics environment.
About Nomad Digital
Nomad Digital is the world's leading provider of passenger and fleet connectivity solutions to the railway industry. Founded in 2002, and headquartered in the UK, currently serving more than 80+ global customers in more than 40 countries, Nomad designs, builds, deploys and manages passenger Wi-Fi and on-board passenger infotainment systems. Nomad also provides remote online condition-based monitoring and maintenance solutions for optimising fleet management, operational performance and improving fuel economy.
When you join Nomad Digital, you will become part of a forward-thinking, fast-growing and collaborative organisation with access to some of the latest technology in the railway industry. You will work alongside experienced professionals who are passionate about delivering exceptional service to customers across the globe.
Essential Duties & Responsibilities
Create customer quotations for spare parts and repair services using the ERP system.
Monitor order deadlines and ensure customer orders are processed accurately and within agreed timescales.
Manage direct customer communication relating to after-sales support.
Coordinate customs documentation and processing for domestic and international deliveries.
Support supplier management activities relating to spare parts and material procurement.
Manage component obsolescence activities and maintain associated records.
Administer swap pool activities for Operations & Maintenance projects.
Maintain the RMA database and coordinate the Return Material Authorisation (RMA) process.
Maintain and update NCP data accurately.
Administer warranty claims from initial receipt through to resolution.
Identify opportunities to improve administrative processes and support continuous improvement initiatives.
Maintain and review product parts lists, coordinating updates with Engineering, Project Management and Scheduling teams.
Maintain product price lists and replacement part lists.
Raise purchase requests, customer orders and invoices as required.
Provide general administrative support for the Hildesheim office.
Support Finance with accounts payable, receivables, travel expense administration and other financial administration activities.
Support the preparation and review of maintenance contract calculations.
Organise customer meetings, management meetings and site visits at the Hildesheim office.
Work collaboratively with internal departments to ensure efficient service delivery and customer satisfaction.
Experience & Qualifications Required
Vocational qualification as an Industrial Clerk, Retail Clerk or equivalent qualification.
Several years' experience in an administrative, customer service or logistics environment.
Experience using Microsoft Office applications, particularly Word, Excel and Outlook.
Experience working with ERP systems.
Experience using Microsoft Access is desirable.
Experience administering RMA processes and maintaining customer databases.
Fluent German language skills (minimum C1 level).
Good written and verbal communication skills in English.
Previous experience working directly with customers.
Experience planning and coordinating administrative activities.
Experience working within a fast-paced, customer-facing environment.
Strong organisational skills with excellent attention to detail.
Key Behaviours
Excellent customer service skills with a professional and positive approach.
Strong verbal and written communication skills with the ability to communicate effectively with customers and colleagues.
Excellent organisational and time management skills.
Ability to prioritise workload and meet multiple deadlines.
Strong attention to detail and commitment to accuracy.
Ability to work well under pressure in a fast-paced environment.
Proactive approach to problem solving and continuous improvement.
Excellent computer proficiency, including Microsoft Office applications.
Ability to build positive working relationships with internal and external customers.
Flexible and adaptable with the ability to manage changing priorities.
High level of integrity and professionalism when handling confidential information.
Our Commitment:
Nomad Digital is committed to being an inclusive and diverse employer, as well as providing equal opportunities in employment and freedom from unlawful discrimination on the grounds of age, race, ethnic or national origin, sex, pregnancy and maternity, marital or civil partnership status, sexual orientation, gender reassignment, disability, religion or beliefs.
We encourage and welcome all job applicants, especially those from diverse backgrounds and ensure everyone is treated equally and without discrimination.
Where possible we are happy to consider flexible working arrangements or appropriate reasonable adjustments on request. To discuss further, please email HR@nomadrail.com.

Employment type
Full-Time

Work arrangement
No