admin in Dietzenbach, Hessen at AstroNova Inc

Department: Administration
Position: Administrative Coordinator
Location: Dietzenbach Germany
Reports to: Administration Manager

The Administrative Coordinator is responsible for managing and coordinating daily administrative activities, with a primary focus on intercompany order processing, Return Merchandise Authorization (RMA) documentation, and export documentation.

The role ensures accurate data entry, timely document preparation, and effective communication between internal departments and international entities.

The main objective is to maintain efficient, accurate, and well-organized administrative processes while ensuring compliance with internal procedures.

• Create, process, and monitor intercompany purchase orders (POs) and sales orders (SOs) in NetSuite.

• Verify item references, quantities, pricing, and delivery information.

• Ensure accurate and timely processing of intercompany transactions.

• Follow up on pending orders and outstanding administrative requirements.

• Coordinate with relevant departments to resolve discrepancies.

• Maintain accurate records and supporting documentation.

• Create and maintain RMA records in NetSuite.

• Prepare and manage the documentation required for product returns.

• Coordinate administrative activities related to repairs, replacements, and returns.

• Ensure all required information and supporting documents are complete.

• Follow up on outstanding RMAs and maintain accurate tracking records.

• Support the administrative processing of credit notes and replacement orders.

• Prepare and verify documentation required for international shipments, including:

  • Commercial invoices

  • Proforma invoices

  • Packing lists

  • Certificates of origin, when applicable

  • Customs-related documents

  • Other export documentation as required

• Verify the accuracy and consistency of shipping information.

• Coordinate with internal departments and logistics providers to obtain the necessary information.

• Ensure documentation is prepared and provided within required deadlines.

• Maintain proper filing and traceability of export documentation.

• Support compliance with internal procedures and applicable export requirements.

• Maintain accurate and up-to-date information in NetSuite and other internal systems.

• Organize, file, and archive administrative documents.

• Respond to internal administrative requests.

• Follow up on pending tasks and ensure timely completion.

• Assist with the standardization and improvement of administrative procedures.

• Support cross-departmental communication and coordination.

• Previous experience in administration, order processing, or a similar position.

• Good organizational and administrative skills.

• Strong attention to detail and accuracy.

• Ability to manage multiple tasks and meet deadlines.

• Good knowledge of Microsoft Office, particularly Excel and Outlook.

• Experience with ERP systems; NetSuite knowledge is an advantage.

• Basic understanding of international shipping and export documentation is desirable.

• Good written and spoken English.

• Ability to work independently and communicate effectively with international teams.

• Accuracy and timeliness of intercompany order processing.

• Completion and accuracy of RMA documentation.

• Accuracy and timely preparation of export documents.

• Reduction of administrative errors and delays.

• Effective follow-up of outstanding administrative tasks.

• Quality and completeness of records maintained in NetSuite.

• Reliable and timely processing of intercompany orders.

• Accurate and complete RMA documentation.

• Efficient preparation of export documents.

• Improved administrative organization and document traceability.

• Reduced processing delays and administrative errors.

• Consistent application of internal administrative procedures.