Order Management Specialist

Menhir Photonics is a dynamic Swiss laser manufacturer offering laser solutions of unprecedented robustness and reliability to customers around the globe. Based in Switzerland our team has strong expertise in the development and production of ultrafast lasers for the markets of aerospace telecom and metrology. For our ambitious business scaleup we are looking for an Order Management Specialist.

Tasks

Your primary duties and responsibilities:

Order Processing

• Accurately process and manage customer orders from entry to fulfillment
• Coordinate with the sales team to ensure all orders meet customer requirements

Documentation

• Prepare and manage order confirmations invoices and shipping documents including packing lists customs documents and certificates of origin
• Handle all customs documentation for international shipments ensuring compliance with local and international regulations

Logistics Coordination

• Work with shipping carriers and freight forwarders to arrange transportation track shipments and solve any challenges in a timely manner
• Ensure timely delivery by monitoring shipment schedules and resolving any delays
• Prepare prealerts and documentation to avoid any delay from standard transit time

Data Entry and Recordkeeping

• Maintain accurate records of orders shipments and customer communications
• Organize and maintain the customer database on Pipedrive
• Register sales transactions especially for the USA market with the support of the sales team

Customer Support

• Communicate with customers regarding order status shipping details and any issues that arise
• Communicate with the common carrier and partner freight forwarder to insure flawless transit times
• Give feedback on carrier and freight forwarder service performance

Experience and Education

Your background

• Proven experience in order management administration logistics or a related field
• Exceptional attention to detail and organizational skills with proven ability to crosscheck information for accuracy
• Familiarity with international shipping processes and customs documentation
• Strong communication skills with the ability to collaborate effectively with internal teams and external partners
• Proficiency in relevant software tools (e.g. ERP systems Microsoft Office)
• Ability to work independently and handle multiple tasks simultaneously
• Professional knowledge of English and intermediate knowledge of German is required; other European languages are welcome

Preferred Skills

• Strong problemsolving skills and an ability to adapt to changing priorities
• Experience with USA sales registrations or compliance
• Knowledge of international trade regulations and practices

Work Environment

This position reports to the Order Manager. You will work crosscollaboratively with our entire Operations Logistics and Sales Teams with minimal customerfacing responsibilities (email and phone calls only). The position requires a high degree of accuracy and dedication to detail while also keeping in mind the overall company picture.

Requirements

• A valid Swiss work permit is required
• The position is 50% to 100% (21 42 hours/week)
• Onsite at our headquarters near Zurich in Glattbrugg Switzerland
• Remote work: possible upon agreement up to 20%
• The preferred starting date is winter/spring 2025

Benefits

Fast growing startup transportation subsidy flexible working hours team events lots of potential for learning and growth!

If you are interested in learning more about this opportunity and getting to know us please email your CV and cover letter in English and tell us more about why youre a good fit for this position to the email address on our website (talents). Please reference MPZH036 in the subject line. We look forward to hearing from you!

Applications will be accepted until February 14 2025.

Applications from headhunters or third parties will not be considered.