Client Success & Logistics Coordinator
Position Type: Full Time
Location: Philippines (Remote)
Schedule: Monday to Friday, 9:00 AM to 6:00 PM CET
About the Company
Our client is a global retailer specializing in spare parts sales for medical equipment. Since 2019, they have been supporting healthcare professionals worldwide by providing fast, reliable access to high-quality, regulation-compliant components. Known for their exceptional customer service, competitive pricing, and efficient logistics, they are committed to delivering a seamless experience for both B2B customers and team members.
This is a very small company, which makes it a unique opportunity to help shape the business from the ground up. It's the kind of environment where some people really thrive, especially those who enjoy working closely with others, taking initiative, and making a meaningful impact from day one.
About the Role
As a Client Success & Logistics Coordinator, you will play a pivotal role in ensuring smooth daily operations while providing outstanding service to clients worldwide. Working closely with the founder, you'll be responsible for managing customer communications, coordinating with suppliers, and supporting end-to-end order fulfillment. This role blends customer service, logistics coordination, and administrative support, requiring strong organizational skills, commercial awareness, and attention to detail.
Responsibilities
- Manage a high volume of customer emails, particularly inquiries and quotation requests.
- Prepare and send quotations, proforma invoices, sales orders, purchase orders, and order confirmations.
- Coordinate with suppliers to gather pricing and ensure prompt, accurate responses.
- Follow established processes and flowcharts to ensure efficient order fulfillment.
- Communicate with the warehouse regarding bookings, deliveries, and logistics.
- Deliver professional, responsive customer service in a B2B environment.
- Maintain and update weekly spreadsheets and operational documentation.
- Coordinate logistics tasks that are directly connected to customer requests and the delivery process, integrating seamlessly with the customer support workflow.
Competencies and Qualifications
Must-Have
- At least 4 years of relevant experience in administrative, operational, or logistics support roles within a commercial business, ideally involving physical product sales.
- Proven experience handling B2B customer service processes (quotations, invoices, purchase/sales orders).
- Experience in logistics coordination or shipping processes.
- Familiarity with ERP systems, customer support/ticketing tools (e.g., Freshdesk, Freshsales).
- Proven and strong commercial instincts
- Background in a B2B environment.
- Skilled in managing and prioritizing high-volume email correspondence.
- Excellent written and verbal English communication skills.
- Strong command of Microsoft Office Suite (Excel, Word, Outlook).
- Able to work autonomously, take initiative, and manage tasks without micromanagement.
- Committed to providing responsive and professional customer service.
- Strong ability to juggle multiple tasks in a fast-paced setting.
- Diligent in following established procedures and documentation workflows.
- Quick to identify issues and propose effective solutions.
- Comfortable handling significant workloads and competing deadlines.
- Prompt and reliable in communication and task execution.
- Open to feedback, always honest, positive & can-do energy, nurturing, strong ability to follow instructions
- Bachelor's degree in a business-related field preferred.
Nice-to-Have
- Experience with calendar oversight and managing scheduling conflicts.
- Familiarity with processing invoices or reviewing financial documents.
- Basic understanding of medical technology terminology and product categories.
- Experience with the following:
- Microsoft Office Suite (Excel, Word, Outlook)
- Customer support/ticketing systems (e.g., Freshdesk)
- ERP systems
- Project management tools (e.g., ClickUp, Notion)
- VPN tools
- Team collaboration tools (e.g., Slack)
- AI tools (e.g., ChatGPT)
- Cloud storage (e.g., OneDrive, Dropbox)
- Shipping label platforms (e.g., SendCloud)
- Some understanding of Dutch language
- Immediate availability
What We Offer
- 100% Remote Work
- 13th Month Pay
- Healthcare (HMO)
- Comprehensive Fringe Benefits package
- Paid Service Incentive Lead (SIL)
- Paid Philippines Holidays
- Free Learning and Development Programs
Application Process
We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.
Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, and then a last interview to discuss the practical test and final matters with the client. Throughout each stage, we'll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.
