Back Office Service Specialist

Are you passionate about delivering seamless service coordination and building lasting trust with customers and partners? Then join us in our mission to pioneer smarter solutions for moving and transforming water, reducing energy consumption, and enhancing quality of life for people.

 

As our new Back Office Service Specialist, you will be coordinating end-to-end service operations and order management, acting as the vital link between customers, service teams, and authorized partners to ensure smooth and timely execution of on-site work. You'll be part of a diverse, supportive and inclusive culture, that celebrates our differences and puts people first by fostering growth, well-being, and a sense of belonging.

 

What you will be doing

As a key part of the Service Operations team, you'll create impact by Ensuring exceptional service delivery by orchestrating seamless coordination between customers, internal teams, and external partners across the full order lifecycle..

 

Your main responsibilities include:

 

• Coordinate and schedule service operations and site visits using the Service Management System, including Health & Safety considerations
• Manage the complete order lifecycle from quotation preparation through order entry to shipment coordination
• Liaise with customers, service staff, and Authorized Service Partners to build trust and align on scope of on-site work
• Handle customer requests via phone and digital channels, providing timely and accurate support
• Process credit memos, returns, and warranty credits while coordinating return of defective materials
• Maintain accurate documentation and records across all company systems

 

What makes you a great fit

Above all, you are a detail-oriented and customer-focused professional with strong organizational skills, a proactive problem-solving mindset, and the ability to manage multiple priorities in a fast-paced service environment. We would also imagine that you have:

 

• Vocational certificate, Associate's Degree, or equivalent work experience in a service or back-office environment
• Clear and effective communication skills in both Italian and English (written and spoken)
• Solid proficiency in Microsoft Office 365 (Excel, Outlook, Teams) and digital business systems
• Demonstrated experience managing order processes and coordinating with multiple stakeholders

 

It is a plus if you also:

• Experience with Service Management Systems or ERP platforms (e.g., SAP)
• Background in the pump industry, water technology, or industrial service operations
• Familiarity with Health & Safety requirements for on-site service coordination

 

Why you will love working here

 

We care! Day to day, you can look forward to:

• A working environment built around your needs, with flexible hours, home working opportunities and parental support.
• Annual bonuses, health insurance and a strong focus on well-being activities.
• Three days' additional paid leave for volunteering in your community.
• Access to on-demand training and learning sessions and carefully structured programmes to pursue personal and professional development opportunities.

 

We are inclusive! Celebrating and valuing our differences helps us see possibilities where others can't. We therefore welcome and encourage applications from all abilities, experiences, and backgrounds.

 

Are you ready to unlock possibilities at Grundfos? Apply today!

To get to know us better, follow us on LinkedIn or visit grundfos.com