Internal Sales Co-ordinator - Service Sales

Quotations & Orders

• Create spare parts quotations and modification quotes.

• Receive customer orders, check against quotations, and issue order acknowledgements.

• Request technical support when needed and ensure all technical checks are completed.

• Follow up quotations within required timelines.

• Set up spare part numbers when necessary.

• Process sales orders in SAP through to invoicing within 24 hours of receipt.

• Observe customer requirements as stated on orders.

• Review order statuses regularly to ensure timely delivery.

• Run and action SAP spares backlog reports.

• Identify and action orders ready for invoicing through SAP reports.

Customer & Internal Communication

• Handle customer queries within required timeframes.

• Liaise with internal service teams and suppliers (UK and abroad).

• Arrange transport in line with customer requirements and cost expectations.

• Carry out occasional customer visits, factory/site visits, and attend GEA meetings.

• Provide holiday and sickness cover for Spare Parts and other admin roles.

• Picking, packing, and arranging shipment of small parts for urgent breakdown orders.

Pricing, Credit & Finance

• Request approval for price anomalies or special pricing.

• Liaise with Credit Control regarding exceeded credit limits, new customer setups, or customers on stop.

• Initiate new customer setups.

• Resolve invoice queries and dispatch invoices per customer requirements.

• Support the Finance team on spare-parts–related issues.

Returns & Purchasing

• Manage spare parts returns, including issuing credits/return notes and ensuring correct approvals.

• Create purchase orders to support parts orders, including gaining approval for non-GEA purchases.

CRM, Documentation & Admin

• Update CRM with quotations, orders, and activity in support of Service Sales campaigns.

• Maintain Import/Export folders and spreadsheets.

• Check shared mailboxes for quotation requests, orders, technical enquiries, and account enquiries.

• Redirect mailbox items to relevant departments when appropriate.

• File documentation according to agreed procedures.

• Support FHT (Food solutions) team with administration as required.

• Assist with ad-hoc tasks and provide support to colleagues.

• Support annual stock takes.

• Participate in bank holiday and Christmas cover on a rota basis.

• Educated to at least GCSE level

• Strong Microsoft Office skills

• SAP experience - (essential)

• Experience in spares order handling, administration, and processing (essential)

• Experience dealing with customers at various levels

• Experience working in a diverse office environment

• Ability to liaise with people at all levels

• Excellent communication skills across all media

• Keen eye for detail

• Flexible and proactive approach

• Ability to work under pressure

• Ability to work as part of a team

• Ability to work on own initiative

• Hybrid role: 3 days per week in the office (non-negotiable)