Company Overview
NACOS Marine is a globally integrated group of companies at the forefront of maritime automation, navigation, and control systems. Building on decades of expertise and a heritage of trusted solutions, NACOS Marine continues to pioneer technologies that set the standard for safer, smarter, and more efficient ship operations worldwide.
Role Overview
We are looking for a highly organized and detail-oriented Spare Parts Coordinator (m/f/d) with Project Tasks for 12 months to support our field service operations and project execution activities. In this key role, you will ensure the smooth coordination of administrative tasks across service and project teams, acting as the interface between technical operations, project managers, finance, and external stakeholders. You will be instrumental in maintaining data accuracy, supporting documentation workflows, and ensuring compliance with internal processes and financial guidelines.
Key Responsibilities
Spare Parts Coordination
- Provide timely and accurate administrative support to field service operations, ensuring smooth day-to-day processes
- Maintain and update service records and databases, ensuring data quality and compliance
- Assist with scheduling and coordination of service activities, in collaboration with internal teams and customers
- Handle internal and external inquiries and resolve issues in accordance with company guidelines
- Support the implementation of improved administrative tools and procedures to enhance operational efficiency
- Collaborate with the field service team, sharing knowledge and assisting colleagues when needed
Project Coordination
- Review and validate new project set-ups in coordination with the project creation team in Finland
- Update SAP data, including project statuses, billing plans, and user assignments, in close cooperation with project managers
- Prepare and issue bank guarantees and insurance documentation; ensure timely reporting to Finance (FI14)
- Manage documentation, invoicing, and shipping for LC (Letter of Credit) projects
- Track and follow up on outstanding payments prior to goods release to support cash flow and revenue recognition
- Handle change orders and additional documentation related to ongoing projects
- Ensure that project administration is aligned with timelines, contractual obligations, and internal compliance
Job Requirements
- Completed vocational training or degree in Business Administration, Office Management, or a related field
- Several years of experience in administrative coordination, preferably in a technical, service, or project-focused environment
- Proficient in SAP or similar ERP systems
- Strong skills in Microsoft Office, particularly Excel, Outlook, and Word
- Excellent organizational skills and high attention to detail
- Proactive and solution-oriented mindset with the ability to manage multiple priorities
- Familiarity with project documentation, invoicing processes, bank guarantees, and letters of credit is an advantage
- Strong communication skills and ability to collaborate across teams and departments
- Discreet and reliable when handling sensitive data
At NACOS Marine, you will be part of a dynamic service environment where no two days are the same. You will work closely with technical experts and customers, gaining insight into advanced maritime systems while contributing to operational excellence and customer satisfaction.
This role offers a varied and hands-on work environment with opportunities to influence processes, support business growth, and build strong customer relationships in an international setting.