Customer Service Coordinator

We are looking for a motivated Customer Service Coordinator to join our Service Team and support a technical organization active in the sales and maintenance of scientific instruments.

In this role, you will be the first point of contact for customers, receiving 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 a great opportunity for a young professional to grow in a structured, technology-driven environment.

The Customer Service Coordinator supports the Service organization in the administrative management of service-related activities. The role ensures the correct handling of quotations, orders, contracts, billing plans, and service documentation, supporting the service team operating across the territory.

The position works closely with Service, Sales, and Finance, contributing to process efficiency, data accuracy, and compliance, with daily use of SAP S/4HANA and Salesforce.

Main Responsibilities:

• The receiving and registering of incoming customer calls whilst at all time maintaining a professional manner. Ensuring accurate recording of message and tasks

• Order spare parts for customers, engineers and stock ensuring records are kept up to date

• Manage and control local stock efficiently

• Coordinate with clients the occupational risk-prevention documentation required to obtain entry authorization for Malvern Panalytical technicians into their facilities

• Management of engineer Dispatch Console, using cases and Work Orders to track all activities

• Schedule Preventative Maintenance visits for all engineers on a monthly basis using the PM planner in SFL

• Quotations as per customers’ requests using the correct format ensuring that we have Terms and Conditions agreed

• Contracts administrator and Support agreement including quotes and at the end of warranty or contract end.

• Use SAP purchasing to raise requisitions as and when required

• To cover all business relevant tasks for absent staff in order to maintain business continuity

• Supporting return and repairs through correct systems.

• Monitoring and managing stock levels and audits across local service organization

• Preparation of quotations and maintenance contract offers

• Management of orders, order confirmations, and billing plans

• Monitoring invoices, installments, and contract due dates

• Administrative support for Public Administration documentation

• Support logistics activities (shipments, returns)

• Maintenance of service and commercial billing archives

What do you need to be successful in this role?

Skills:

• Sales and customer service experience (essential)

• Excellent verbal and written communication skills

• Native Italian and fluent in English

• Complaint resolution experience

• Strong organization and administrative abilities

• Strong IT skills (SAP, Salesforce, Office365)

• Attention to detail and accuracy

Competencies:

• Cooperation and Teamworking

• Adaptability

• Problem solving approach

• Self-organized

Why you should join Malvern Panalytical:

• A fast learning curve in an exciting, challenging, and open environment, where you will work within an interdisciplinary team

• Varied and interesting work, collaborative working

• A vibrant and multicultural team of smart people

About us - Malvern Panalytical, Micromeritics and SciAps. 
Together we are a powerful and highly complementary combination of market leading technologies. 

We are the toolmakers for the world's most innovative companies, academic institutions, and government laboratories. We are their partners in discovery.

Malvern Panalytical instruments analyze the chemical, physical and structural nature of materials, from proteins to polymers and semiconductors to minerals. Our leading technologies measure particle size, shape, concentration and zeta potential, biomolecular interactions and stability, elemental concentrations and crystallographic structure.

Micromeritics manufactures systems for the characterization of particles, powders, and porous materials for a wide- range of end markets including catalysts, chemicals, building materials, clean-tech and battery.  Our leading technologies measure surface area, porosity, density, adsorption and particle activity.

SciAps specializes in portable X-ray fluorescence (XRF), laser-based (LIBS) and near-infrared (NIR) analyzers to measure any element in any environment. SciAps is the Center of Excellence for our handheld instruments.
We have a global footprint with R&D and manufacturing sites in North America, Europe, and Asia.

We are more than 2,500 employees in a customer-focused organization with sales and service offices in 20 countries, all committed to delivering expert and responsive customer support.

Part of Spectris plc, a publicly traded FTSE 250 company, Spectris combines precision with purpose, delivering progress for a more sustainable world. Precision is at the heart of what we do – our leading, high-tech instruments and software equip our customers to solve some of their greatest challenges to make the world cleaner, healthier and more productive.

Malvern Panalytical, Micromeritics & SciAps
Your Partners in Discovery

Malvern Panalytical, Micromeritics and SciAps, part of the Spectris Group, are committed to a diverse and inclusive culture where everyone can thrive and achieve a fulfilling career. Changing the world isn’t something you can do on your own, or with a single way of thinking; it takes a wide collection of experiences, stories, knowledge, and expertise. We encourage applications from underrepresented individuals and people with diverse backgrounds. Although we always select the most qualified applicant for each role and make all decisions without regard to race, sex, age, or any other protected class, we are an inclusive, equal opportunity organization that prizes diversity. Your unique perspective is important to us.