Order Entry Coordinator

Overview

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—or multiple X-ray technologies—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

1. Manage new order demand from customers/distributors for Spares & Consumables order via inbound channels (email, internal, sales) for EMEA Service.
2. Track all Webstore orders and process in ERP (D365).
3. 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.
4. Process intercompany orders in parallel to external orders, based on stock availability / incoterms. Maintain communication on order status and date changes.
5. 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.
6. Process all orders through relevant approval levels internally. Report on weekly bookings to Service management.
7. Follow up on aged backlog for orders past due, working with service supply chain to prioritise as needed.
8. Support Service Operations in understanding backlog per month through the system (planned shipment dates).
9. Work with distributors within EMEA to understand their order demand and forecast, alongside Service Partner Manager.
10. 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.
11. Maintain service KPIs in line with targets set by service management.
12. Generate and provide reports to senior management if required.
13. Actively support a culture of continuous development.
14. Support service Management with initiatives as required and any other requirements set by Senior Management.
15. 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.

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