Order Entry Coordinator

Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle inspection systems and services for ports, borders, military, high-threat facilities, and checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade fraud. We offer a broad array of scanning system configurations that leverage low-, medium-, and high-energy X-ray technology to address each customer's unique security application requirements. Our commitment to excellence in imaging performance, innovative design, and uncompromising quality ensures our solutions consistently deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find threats and contraband with ease and confidence.

Role Overview: Responsible for the day-to-day coordination of the EMEA spares & consumable orders. To ensure all new orders are loaded into our ERP in a timely manner and customer requests are dealt with consistently. The role will work closely with service operations and service supply chain.

Responsibilities:

• Manage new order demand from customers/distributors for Spares & Consumables order via inbound channels (email, internal, sales) for EMEA Service.
• Track all Webstore orders and process in ERP (D365).
• Create new spares and consumable orders in D365 in an accurate and timely manner, ensuring all data points are entered correctly and updated as needed throughout the order lifecycle.
• Process intercompany orders in parallel to external orders, based on stock availability / incoterms. Maintain communication on order status and date changes.
• Acknowledge new orders from customers/distributors with their order reference. After orders are loaded, maintain a consistent communication channel with customers & distributors on their order status and ETA.
• Process all orders through relevant approval levels internally. Report on weekly bookings to Service management.
• Follow up on aged backlog for orders past due, working with service supply chain to prioritise as needed.
• Support Service Operations in understanding backlog per month through the system (planned shipment dates).
• Work with distributors within EMEA to understand their order demand and forecast, alongside Service Partner Manager.
• Responsible for general Service Administration process; ensuring the team keeps D365 and all online and offline reference documentation up to date and as accurate as possible; ensuring timely communication of changes both externally and internally. Also, to further develop scalable systems and processes to take the business forward.
• Maintain service KPIs in line with targets set by service management.
• Generate and provide reports to senior management if required.
• Actively support a culture of continuous development.
• Support service Management with initiatives as required and any other requirements set by Senior Management.
• Office-based role with planned UK & overseas travel as and when required.

Qualifications: At least 3-5 years’ experience in a similar role. D365 experience desirable. Order entry experience mandatory. Proficiency in Microsoft Packages and Microsoft CRM.