Job Req ID:  18521

Barcelona, B, ES

Functional area:  Customer Service
Contract type:  1 | Permanent job
Business area:  Fragrances




Customer Service Front Office Responsible

Location: Barcelona


Coordinate, supervise, give support to the team that centralizes the relationship with Spanish Customers and Distributors in the Order to Cash process (orders, deliveries, returns, claims and bad debt), look for continuous improvement and solve any issues to achieve objectives fixed in terms of service and receivables.


Responsibilities/Key Tasks 

Supervise the relationship with Spanish clients in the order to cash process:
•    Review and provide information about the situation of their orders;
•    Deal with EDI/ SAP/e-mail orders;
•    Review and provide logistic or descriptive information of products;
•    Review and provide information about delivery data;
•    Inform the customer of the out of stock that affects the orders;
•    Review and provide information about invoice data (solve possible invoice issues);
•    Review and provide information about the collection and/or liability situation;
•    Manage critical situations related to unpaid documents;
•    Maintain a record of the most common issues and problems and their solving degree, so that the customer service is speeded up;
•    Analyse statistics and compile accurate reports;
•    Involvement in staff training and appraisals;
•    Manage and supervise the Order to Cash flow of activities of his/her team.


Tasks within the Order & Delivery management process
•    Unblock the EDI orders, in EDI workflow and solve the problems to be able to create the sales order;
•    Review with the Front Office Executive and unblock the orders for delivery;
•    Analyze & modify orders and deliveries along with the Front Office Executive
•    Returns & Rejects management and follow up


Delivery issues/delay management
•    Modify orders and deliveries;
•    Liaise with Logistics for delivery issues, Follow-up and management regarding rejections and faults
•    Review and provide info requested by the Customer (internal and external)


Transport management
•    Group deliveries to be prepared and shipped together to the customer.
•    Transport follow-up with Delivery Monitoring / Logistics
•    Review and provide info requested by the Customer


Invoice management
•    Review with F.O. Executive and unblock the orders for invoicing and generate the billing document.
•    Provide invoice copy to the customer by e-mail, mail or EDI

Overdue or Bad debt:
•    Decision on the action to be taken together with Sales Team and Implementation of the agreed action 
•    Follow up on Credit Limits and take Legal Actions
•    Interact with the Credit Risk Committee


Claims management
•    Work with F.O. Executive on claim reception and analysis (Check with Commercial conditions, pricing…)
•    Support on the Creation of Credit/Debit note in the system
•    Credit / Debit note billing and AR compensation
•    Take care and register customer complaints


Customer Master Data
•    Update customer master data (address, telephone, contacts, etc,) other fields not allowed by Audit; 
•    Review company, sales area data, etc.
Material Master Data
•    Review material master data for all brands;

Pricing and Discounts 
•    Review local commercial conditions and price list;


Customer relationship
•    Day to day communication;
•    Customer orientation, responsiveness, provide solutions to customer requests;
•    Coordinate relationship with Customer in order to improve the satisfaction



•    Minimum 2 years in the role of CS Responsible 


•    University Degree


•    Spanish: Native or Bilingual Proficiency
•    English:  fluent or very fluent (written and spoken)
•    Portuguese:  fluent or very fluent (written and spoken) is a plus 

•    Responsibility / Commitment / Motivation
•    Teamwork & Cooperation
•    Adaptability to change / flexibility
•    Proactivity
•    Service & Efficiency oriented  
•    Time management / organization 
•    Ability to work to targets and deadlines, goal-oriented focus
•    Ability to handle pressure and the workload
•    Analytical skills
•    Ability to listen and active problem-solving skills
•    Ability to train and motivate team members 
•    Positive attitude & positive language
•    Good communication & interpersonal skills
•    Politeness, tact and diplomacy
•    Emotional intelligence
•    Confidence, patience
•    Creativity / innovation
•    Sales/Commercial experience is a plus


Specific Knowledge required:

  • OTC processes
  • SAP
  • Microsoft Office /Excel (Intermediate and/or Advanced level)



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