Customer Service Representative - Advanced Materials (m/f/d)

WEYLCHEM US INC is seeking a Customer Service Representative to manage customer orders, coordinate shipments, and support commercial activities for its Advanced Materials business line. The role ensures effective communication among customers, sales, manufacturing, and logistics teams while supporting accurate and timely order fulfillment.

Responsibilities:

• Serve as a primary point of contact for customer inquiries regarding purchase orders, product availability, shipment schedules, and delivery status
• Manage customer orders throughout the order-to-cash process, including order entry, confirmation, fulfillment, delivery, and invoicing
• Create, maintain, and monitor sales orders, delivery documents, and invoices within SAP
• Proactively communicate with customers regarding order status, anticipated delivery dates, and potential supply disruptions
• Resolve order discrepancies, delivery issues, and customer inquiries in coordination with relevant internal departments
• Maintain accurate customer records, pricing information, and order documentation
• Coordinate domestic and international shipments with manufacturing facilities, warehouses, freight forwarders, and logistics service providers
• Work closely with WeylChem’s global manufacturing partners to monitor product availability, production schedules, and delivery commitments
• Support import and export activities, including the preparation and coordination of commercial invoices, packing lists, and applicable shipping documentation
• Monitor open orders, inventory availability, and shipment schedules to support timely and accurate deliveries
• Collaborate with commercial and logistics teams to address supply chain disruptions and minimize delivery delays
• Provide administrative and operational support to the Advanced Materials commercial team
• Assist with the preparation and processing of customer quotations, pricing updates, and commercial documentation
• Coordinate customer sample requests, including product availability, shipment arrangements, and associated technical documentation
• Support the distribution of Technical Data Sheets (TDS), Safety Data Sheets (SDS), and Certificates of Analysis (CoA)
• Maintain customer order histories, commercial records, and sales-related information to support account management activities
• Assist with monitoring customer forecasts, open orders, and anticipated demand
• Support onboarding activities for new customers, including customer information requirements and order-processing procedures
• Collaborate with Sales, Supply Chain, Logistics, Finance, Quality, and Manufacturing teams in Germany to ensure efficient order fulfillment
• Coordinate with international colleagues and production partners to resolve operational issues affecting customer orders
• Support continuous improvement initiatives involving customer service processes, SAP workflows, and internal reporting
• Identify opportunities to improve order accuracy, delivery performance, customer responsiveness, and administrative efficiency
• Prepare order-management reports and customer service updates as required by the commercial team

Requirements:

• Minimum of 2 years of experience in customer service, order management, logistics, sales support, or a related function
• Experience working with SAP or a comparable enterprise resource planning (ERP) system, particularly for order processing and invoicing
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word
• Excellent written and verbal communication skills in English
• Strong organizational skills with the ability to manage competing priorities and meet deadlines
• Demonstrated attention to detail, problem-solving capabilities, and a proactive approach to customer service
• Ability to work effectively with cross-functional teams and colleagues across multiple international locations
• Bachelor's degree preferred in Business Administration, Supply Chain Management, Logistics, or a related field
• Experience in the specialty chemicals, manufacturing, industrial materials, or chemical distribution industries preferred
• Familiarity with domestic and international shipping procedures and documentation is an advantage
• Familiarity with SAP Sales and Distribution (SD), including sales order processing, delivery creation, and invoicing
• Experience coordinating international chemical shipments and working with third-party logistics providers
• Understanding of order-to-cash processes and customer account management
• Experience supporting technical or industrial sales teams
• Familiarity with specialty chemical documentation, including TDS, SDS, and CoAs
• Experience working within a global manufacturing or distribution environment