Order Processing Coordinator

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Role

The Order Processing Coordinator is responsible for the end-to-end processing of machine orders across multiple international markets. This role ensures seamless coordination between customers, sales teams, production sites, and logistics partners, with a strong focus on accuracy, timeliness, and customer satisfaction.

Key Responsibilities

• Entry, verification, and maintenance of orders from the markets in Europe, India, and Africa in SAP (e.g., SD) and connected systems (e.g., C4C), including checks of pricing, quantities, delivery terms, and Incoterms
• Coordination with internal production plants in Germany, Italy, and China, as well as external suppliers
• Clarification, monitoring, and communication of delivery dates to ensure on-time delivery
• Preparation of documents for bank guarantees and letters of credit, as well as down payment and final invoices
• Preparation and verification of order-related documents such as order confirmations, pro forma and commercial invoices, packing lists, and customs-related documents
• Ensuring export and customs compliance (e.g., HS codes, certificates of origin, export controls) in collaboration with logistics and external partners
• Communication with customers, suppliers, freight forwarders, and internal stakeholders
• Timely billing of machinery
• Ensuring contractual and commercial accuracy (prices, payment terms, Incoterms, deadlines)
• Handling complaints and returns, as well as general administrative tasks and acting as a deputy within the team
• Coordination with accounting for period-accurate postings
• Maintenance of SAP master data

Qualifications & Experience

• Commercial apprenticeship (kaufmännische Ausbildung), ideally with further training in export/foreign trade
• At least 3–5 years of professional experience in inside sales, order processing, or international order management
• Very good knowledge of handling machine orders (make-to-order processes)
• Solid SAP knowledge, preferably SAP SD (order entry, billing, down payment and final invoicing)
• Proficient in MS Office (especially Excel)
• Experience with down payments, letters of credit (L/C), and bank guarantees
• Experience with export and shipping documents (invoices, packing lists, certificates of origin, etc.)
• Experience in coordinating with production plants, suppliers, and freight forwarders
• Independent, precise, and goal-oriented working style
• Structured, proactive, and interconnected way of thinking
• Very good German and English skills, both written and spoken

Core Competencies

Collaboration & Communication

• Open and helpful personality with the ability to work successfully in interdisciplinary and international teams
• Strong customer orientation, with interest in and enthusiasm for technical topics
• Cooperative team player with excellent communication skills and a willingness to support others during periods of high workload
• Confident in interacting with international customers, sales managers, production plants, logistics partners, and internal interfaces (Finance, Procurement, Project Management)

Personal Attributes

• Strong self-management skills with a high level of ownership for the end-to-end processing of customer orders
• Excellent organizational and prioritization skills, even with high order volumes and changing deadlines
• Ability to manage processes independently, in a structured and timely manner
• High level of reliability, accuracy, and quality awareness, especially regarding order, delivery, and invoicing data
• Resilience and confident self-management in the face of short-term changes, deadline shifts, or escalations
• Reflective approach and clear communication in interactions with Sales, Logistics, Finance, and customers
• Hands-on mentality