We're Hiring: Service Administrative / Service & Order Coordinator

Location: Coyoacan, Mexico City

International Environment

Occasional Travel Required

Are you passionate about customer service, order management, and process excellence? Do you thrive in a fast-paced industrial environment and enjoy collaborating with international teams?

We are looking for a highly motivated Service & Order Coordinator to support our general service and sales organization. In this role, you will play a key part in ensuring an outstanding customer experience while coordinating service orders and commercial activities from inquiry to completion.

What You'll Do

Key Responsibilities

- Serve as the primary point of contact for customers, providing professional and proactive support throughout the order lifecycle.
- Prepare and manage quotations for OnSite Services, machine modifications, and Smart Services, following up through order placement.
- Create, update, and maintain customer inquiries, opportunities, and orders within CRM and ERP systems.
- Prepare order confirmations, workshop orders, invoices, and monitor payment status.
- Coordinate customer requests and ensure timely resolution with internal stakeholders.
- Proactively communicate delays, backorders, or other order-related issues while managing customer expectations through transparent and empathetic communication.
- Support reporting activities, data analysis, and administrative processes.
- Organize customer visits, prepare meetings, and maintain accurate interaction records.




- Collaborate closely with Service, Sales, Finance, and Operations teams to ensure smooth order execution and customer satisfaction.

What We're Looking For

Qualifications

- Bachelor's Degree in Industrial Engineering, Business Administration, or a related field.
- Alternatively, vocational training in sales, customer service, or communication.
- Minimum of 5 years of experience in customer service, service coordination, order management, or a similar role within an industrial or manufacturing environment.
- Strong understanding of the Order-to-Cash (O2C) process.
- Experience working with ERP and CRM systems.
- Advanced proficiency in Microsoft Office.
- SAP Business One experience is a strong advantage.
- Excellent analytical, planning, and problem-solving skills.
- Strong customer focus, communication skills, and ability to manage multiple priorities.
- Ability to proactively identify risks and coordinate solutions before issues impact the customer.
- Language Requirements
- Advanced English (written and verbal) is required.
- German language skills are a plus.

Why Join Optima?

At OPTIMA, you'll become part of a global organization that develops and manufactures intelligent turnkey solutions for the hygiene industry. We foster a culture of innovation, collaboration, integrity, and continuous growth.

What We Offer

- Competitive salary
- Major Medical Insurance
- Life Insurance
- Grocery/Food Vouchers
- Savings Fund
- Full legal benefits from day one

📌 Service Administrative / Service and Order Coordinator (Coyoacán)
🏢 OPTIMA MACHINERY MEXICO
📍 Coyoacán