Spare Parts Administrator (m/f/d)

Company Overview

NACOS Marine delivers advanced navigation, automation, and control systems for vessels worldwide. Our integrated solutions help ship owners and operators improve safety, efficiency, and sustainability at sea. With proven reliability, innovative technology, and dedicated support, we enable smarter maritime operations. Let’s shape the future of maritime technology together.

Role Overview

We are seeking a Spare Parts Administrator (m/f/d) to join our team in Hamburg, Germany. In this role, you will be responsible for coordinating and managing the end-to-end spare parts order process, ensuring accurate order handling, timely delivery, and excellent customer service.

Working closely with customers, internal stakeholders, and external partners, you will play a key role in maintaining efficient spare parts operations while ensuring all documentation, logistics, and financial processes are completed accurately. This position is ideal for someone who enjoys working in a fast-paced environment, is highly organized, and is committed to delivering outstanding customer support.

Key Responsibilities

• Process and coordinate spare parts orders from receipt through delivery, ensuring accuracy and completeness
• Verify order details and coordinate with Procurement, Warehouse, Logistics, Technical Support, Finance, and other internal teams to ensure timely fulfillment
• Monitor order progress, provide customers with regular updates, and resolve any order, shipping, or documentation issues
• Prepare and maintain accurate order documentation, including invoices, shipping documents, and tracking information
• Monitor accounts receivable and support follow-up activities where required
• Deliver excellent customer service while building strong relationships with internal and external stakeholders
• Identify opportunities to improve spare parts processes and contribute to continuous process optimization

Key Requirements

• High school diploma, vocational/apprenticeship qualification, or equivalent
• Experience in customer service, order administration, spare parts coordination, or a similar administrative role
• Strong communication skills in English, both written and spoken
• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Customer-focused mindset with strong problem-solving and teamwork skills
• Basic technical understanding to support customer inquiries
• Experience with SAP, CRM systems, and Microsoft Office is an advantage
• Knowledge of the maritime industry and NACOS Marine products is a plus

Why choose us and why we'd choose you?

At NACOS Marine, you'll become part of a global organization delivering innovative maritime technology solutions to customers around the world. You'll work with experienced colleagues across multiple functions, helping ensure our customers receive the right parts at the right time while continuously improving our service processes.

We value collaboration, accuracy, and customer focus, and we're looking for someone who enjoys coordinating complex processes and building strong relationships with customers and colleagues alike.