Order Entry Assistant

Primary Work Location

Bad Homburg

Overview

The Order Entry Assistant provides administrative and operational support to the Sales, Customer Support, and Order Entry teams. The role is responsible for maintaining accurate customer and asset records, coordinating Demo and Loaner equipment, supporting inventory management, and ensuring efficient handling of related documentation and administrative processes. The position also supports day-to-day order processing activities and provides backup assistance to the Order Entry team to ensure continuity of customer service and business operations.

Professional Qualifications

Education and Experience

• Completed commercial vocational training ( kaufmännische Ausbildung ) or an equivalent qualification.
• Minimum of three years of relevant experience in an administrative, customer service, or commercial office environment.
• Experience with order processing and customer database management preferred.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Experience with Salesforce or comparable CRM systems and ERP software is an advantage.

General

• Good communication skills in German and English (verbal/written).
• Self-starter, motivated, ability to manage multiple tasks and solve problems.
• Work accurately with excellent organizational skills.
• Have a hands‑on attitude.
• High ethics, integrity, honesty, patience.
• Dependable with good attendance.

Position Responsibilities

Customer Database and Asset Management

• Maintain accurate and up-to-date customer, contact, and asset records in Salesforce and the company's ERP system.
• Create and update customer accounts, contact information, and relevant order and quotation data.
• Register and maintain equipment serial numbers, including purchase dates, shipping dates, and warranty information.
• Ensure data accuracy and consistency across relevant business systems.

Demo and Loaner Equipment Coordination

• Coordinate the administrative management of Demo and Loaner equipment, including loan agreements, customer communication, shipments, and returns.
• Prepare and maintain required shipping documentation, packing lists, and related forms for demonstrations, trade shows, and customer loans.
• Monitor equipment availability, location, and return dates, ensuring accurate tracking in Salesforce.
• Maintain Demo inventory records and ensure that all equipment and associated components are accounted for.
• Coordinate the administration of ATA Carnets, including applications, renewals, and returns, as required.

Inventory and Administrative Support

• Monitor and communicate stock availability to Sales and Customer Support colleagues.
• Assist with inventory-related administrative tasks, record maintenance, and reporting.
• Maintain and file relevant business documentation, including FedEx invoices and associated shipping records.
• Provide general administrative support to Sales, Marketing, Customer Support, and Order Entry teams.
• Facilitate effective communication and coordination between relevant departments.

Order Entry Support and Backup

• Provide operational backup to the Order Entry team when required, including:
  • Process domestic and international customer orders, ensuring accurate entry of customer information, product details, pricing, and delivery requirements.
  • Verify purchase orders against quotations, product availability, and applicable customer agreements.
  • Prepare and maintain order confirmations, shipping information, and associated customer documentation.
  • Assist with the preparation of domestic and international shipping and export documentation in coordination with Logistics, carriers, freight forwarders, and other relevant parties.
  • Support compliance with applicable import and export requirements, including letters of credit where relevant.
• Maintain accurate order records and support communication with customers and internal stakeholders throughout the order fulfillment process.