Maintenance Operations Administrator

5 days ago

Ljubljana, Ljubljana, Slovenia KONE Full time €25,000 - €45,000 per year

We are currently seeking a proactive and detail-oriented Maintenance Operations Administrator to join our dynamic team. As part of our global leadership in the elevator and escalator industry, you will play a crucial role in managing service contracts, handling billing, coordinating repair tenders and ensuring high levels of customer satisfaction.

In this multifaceted administrative role, you will work closely with technicians, supervisors and customers to streamline processes, validate repair leads, manage contracts and billing and ensure smooth communication regarding tenders and orders.

Key Responsibilities:

Billing & Maintenance Contracts:

  • Follow up on billing issues and address any complaints or cancellations

  • Manage and maintain customer, equipment, and contract master data (including 24/7 contracts)

  • Process billing for maintenance contracts alongside KONE Business Services

Repair Tendering:

  • Validate and follow up on repair sales leads with technicians or technical helpdesk

  • Convert sales leads into tenders, depending on contract coverage

  • Pre-alert customers of upcoming tenders and communicate tender details to the decision maker

  • Follow up with customers to ensure timely responses and finalize orders and provide answers regarding tender details, pricing, and scheduling

  • Periodically contact customers in relation to open tenders

CRM & Sales Support:

  • Create service orders (SO) and purchase orders (PO), ensuring all necessary documents are attached (SAP, Outlook)

  • Handle SO/PO modifications and deletions as needed

  • Manage certificates of completion, ensuring they are signed, printed, uploaded, and appropriately filed

  • Send subcontractor working sheets to SO when ordering

  • Act as a key user for CRM, ensuring data quality and cleaning (removing duplicates, outdated opportunities).

  • Collaborate with sales teams and other internal partners to ensure the timely delivery of tenders and service orders.

Requirements:

  • Proven experience in an administrative or customer support role

  • Experience in service sales or handling maintenance contracts is an advantage

  • Strong background in delivering excellent customer service with a focus on accuracy

  • High attention to detail and ability to handle multiple tasks simultaneously

  • Proactive approach to problem-solving and decision-making

  • Comfort with digital tools, especially SAP and CRM systems

  • Strong verbal and written communication skills in English

  • Ability to work independently and in a collaborative team environment

At KONE, we are focused on creating an innovative and collaborative working culture where we value the contribution of each individual. Employee engagement is a key focus area for us and we encourage participation and the sharing of information and ideas. Sustainability is an integral part of our culture and the daily practice. We follow ethical business practices and we seek to develop a culture of working together where co-workers trust and respect each other and good performance is recognized. In being a great place to work, we are proud to offer a range of experiences and opportunities that will help you to achieve your career and personal goals and enable you to live a healthy and balanced life.

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