Service Operations Specialist

Job Requirements

The CSML Service Operations (SO) Specialist is responsible for coordinating and controlling service logistics, spare parts management, export operations, and administrative support activities within Customer Services. The role ensures timely delivery and return of spare parts, updates, tools, and rental equipment while maintaining compliance with internal processes, customs requirements, and international logistics regulations. The position works closely with Service Engineers, DHL, HQ support teams, customs brokers, and internal stakeholders to ensure seamless service operations.

Key Responsibilities

• Manage ordering of spare parts, updates, tools, and rental equipment from international suppliers.
• Create and maintain notifications, purchase orders, and related operational documentation.
• Coordinate logistics and transportation of spare parts, updates, and tools across Ukraine.
• Monitor inventory levels and replenishment of the local spare parts warehouse.
• Control material movement through the DHL warehouse, ensuring timely shipment and receipt.
• Coordinate export and return processes for spare parts, including customs and regulatory documentation. Expert analysis of the condition of exported spare parts, following a regulated processing procedure, for the purpose of obtaining the corresponding credit notes.
• Collaborate with service engineers, logistics providers, and international stakeholders to ensure smooth service operations.
• Monitor deadlines, track pending actions, and escalate operational issues when required.
• Maintain accurate records in CRM and other business systems.

Support continuous improvement of service operations and logistics processes.

Work Experience

• Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Engineering, or a related field.
• Experience in logistics, operations, customer service support, supply chain, or service administration is preferred.
• Experience working with CRM and ERP systems.
• Good understanding of order processing, inventory control, and international logistics processes.
• Experience working with documentation, customs procedures, or import/export activities is considered an advantage.
• Intermediate or higher English proficiency, with the ability to communicate regularly with international colleagues.
• Strong Microsoft Office skills, particularly Excel.

Key Competencies

• Excellent attention to detail and accuracy.
• Strong organizational and coordination skills.
• Ability to manage multiple tasks simultaneously and meet deadlines.
• Proactive problem-solving approach.
• Strong communication and stakeholder management skills.
• High level of responsibility and accountability.
• Ability to work effectively in a fast-paced operational environment.
• Team-oriented mindset with a customer-focused attitude.

Success Measures

• Timely completion of spare parts, updates, and export-related processes.
• High accuracy of operational and logistics documentation.
• Compliance with export, customs, and internal operational requirements.
• Effective monitoring and control of spare parts movements and returns.
• Timely resolution and escalation of operational issues.
• High level of support provided to Service Engineers and operational stakeholders.
• Continuous improvement of logistics and service operation processes.
• Minimization of delays, documentation errors, and inventory difference.

Benefits

• Flexible and hybrid working options
• Competitive salary & performance bonus
• Private healthcare and insurance
• Additional paid leave
• Wellbeing and mental health support
• Learning, language courses & professional development
• Career opportunities within an international company
• Supportive and flexible working environment