Customer Service Coordinator

Job title – Customer Service Coordinator

Job Type - Full time

Location – Eindhoven, NL (Hybrid/On-site)

Role benefits - Competitive Salary + Benefits Package and more

Become part of making the impossible possible.

We are looking for a motivated Customer Service Coordinator to join our Service Team, a technical organization active in the sales and maintenance of scientific instruments. In this role, you will be the first point of contact for our customers, handling service requests and coordinating the dispatch of the service team operating across the territory. You will also manage key administrative activities such as quotations, orders, contracts, billing plans, and service documentation. This is ideal for a young professional seeking to grow in a structured, technology-driven and internationally oriented environment. You will work closely with Service, Sales, and Finance teams, contributing to process efficiency, data accuracy, and compliance, with daily use of SAP S/4HANA and Salesforce. Although you will support customers across the EMEA region, your primary focus will be on the Benelux customer base.

• Receive and register incoming customer calls, maintaining a professional manner and ensuring accurate data recording.
• Provide coverage for absent team members to ensure continuity of operations.
• Collaborate with team members to ensure optimal resource utilization and achieve “first-time-fix” solutions.
• Prepare cost estimations and quotations according to customer requests, ensuring correct formats and that we have Terms and Conditions agreed.
• Manage service contracts, including contract offers, renewals, invoicing, and maintaining due dates and contract details.
• Order spare parts for customers, engineers and stock, ensuring all records are kept up to date.
• Monitor local stock levels and support logistics activities (shipments, returns).
• Manage internal and external orders, order confirmations, and billing plans.
• Schedule and manage preventative maintenance visits for service engineers.
• Create and process cases and work orders; support operational planning of the field service teams including dispatch coordination.
• Coordinate with customers the occupational risk-prevention documentation to allow Malvern Panalytical engineers access to their facilities.
• Provide administrative support for public administration documentation.
• Monitor invoices, installments, and maintain and update service and commercial billing archives and customer data.