Invoicing & Spare Parts Officer

Specialisation Business Administration Company S.
A. KRONES N.
V. Location Louvain-La-Neuve-Sud, BE, 1348 Join as Graduates Worktime Full-time “Innovative solutions for sustainable and affordable beverages, food and essentials”
- we have a clear vision at Krones. For this purpose, we supply state-of-the-art technology to our customers worldwide. As a regional subsidiary, Krones FBL based in Louvain-la-Neuve near Brussels and Vivier-du-Lac near Lyon is the hub for Krones activities in Belgium, France and Luxembourg. With about 160 employees, the site specialises in the sale and the service of machines and entire lines. Interested? Then join our team because: we can achieve more together To strengthen our Invoicing Team — which is part of our broader Business Support Team — and to support a sustained increase in workload, Krones FBL is looking for an additional colleague in the Invoicing Team (f/m/x) _ Purpose of the Role:_ Within the Business Support Department of Krones FBL, the Invoicing Team provides administrative support to internal stakeholders and customers in France, Belgium, Luxembourg, Africa and DomTom. Team members collaborate closely with Planners, Customer Care Managers (CCM), Project Managers (PM), Finance, Procurement and Spare Parts colleagues. For the Invoicing & Spare parts Officer, the focus will be on invoicing activities for both Krones Belgium (SA) and Krones France (SARL), complemented with administrative support tasks for the Spare Parts Team, another department with significant operational and financial impact within Krones FBL. _ What awaits you?_
- With regards to the __Invoicing __activities:_ You will be responsible for controlling, verifying and processing time entries from different types of external technicians. Depending on the supplier and contract type, information is received through:
- Resco (planning & time registration system) for technicians with system access
- Directly submitted timesheets from suppliers
- Combined invoice + timesheet packages, validated by PMs or CCMs
- Your tasks for this area of activities include:
- Retrieving technician time entries from Resco or from supplier-provided timesheets
- Verifying correctness, completeness and alignment with project work
- Checking inconsistencies and following up with suppliers or internal stakeholders when discrepancies occur
- Linking the validated time entries to the correct project or service order
- Creating Purchase Orders (POs) in SAP based on the confirmed data
- Preparing and issuing customer invoices accordingly and ensure correct booking of supplier invoices
- Align with Procurement regarding supplier contracts and contract-specific rules
- With regards to the __Spare Parts__ activities:_ You will coordinate the information flow between the customer (with plants based in 20 + countries in Africa), the technician, the Project/Maintenance Manager and the Spare Parts Specialists. Based upon the parts list (OSAT) which captures current and future repair needs and which is prepared buy the Field Service Technicians, you will:
- Verify the parts lists, request additional informations / confirmations with stakeholders.
- Create and send quotations to customers for validation
- Create / Follow up on Purchase Orders
- Launch the order in SAP once the PO is received
- Once the orders are processed, you monitor order progress, including packaging, grouping possibilities and shipment timing.
- Stock is managed in Germany: you play a key role in monitoring progress, liaising with colleagues or urgent orders, and influencing decisions when fast delivery is needed. _ You contribute with:_
- A bachelor degree and a first working experience in a complex, administrative environment(min 2-4 years). An initial experience in an invoicing or order intake department is an asset.
- Fluency in English, Frenchand preferably also Dutch.
- A strong interest in working in a technical environment, although the role does not require technical product knowledge.
- Your computer literacy and your capability to juggle between different systems. Good knowledge of MS Office is a must, practical knowledge with SAP, Sales Force or similar systems would be a strong plus.
- Your passion for working with numbers, your rather analytical mindset and the fact that you proactively reach out to others when you notice discrepancies in data.
- Your understanding of the operational and financial implication of each administrative step you take.
- Strong organisation and precision in order to keep all streams aligned.
- Your organizational skills and strong priority setting, which helps you through stressful periods.
- Your ability to multitask and shift focus efficiently.
- Your eagerness to learn and to share with others whilst working autonomously.
- Your love for environments with predefined processes.
- Your administrative rigor and high level of concentration.
- Your affinity