Administrative Officer | German speaking

🏆 >1 year of xp • 💰 €30K-42K / year • 🚀 Germany, Düsseldorf • 🗣 German + English • 📅 ASAP

Key Facts

  • The company: an international company in fashion and textile
  • Your profile: A sales professional looking for a new career adventure
  • Your mission: support the sales’ team activities

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Job Details & Company Facts

Who will you be working for?

Our partner is involved in selling fashion and textile products internationally.


  • Do you sponsor visas? We do not sponsor visa for this job
  • Is there room for salary negotiation? Of course! Salary calculations are based on your profile
  • What are the working hours? This position can be either a Full Time or Part Time position
  • Is there a WFH policy? There’s no WFH policy for this job
  • Is there an opportunity to earn a bonus? Absolutely. There is an emphasis on rewarding hard work! You can earn up to your yearly salary amount!

Their core mission: provide the best quality of products in textile and fashion

What is this job about?

As an Administrative Officer, you will mainly support the sales’ activities. On a daily basis , you will be in charge of all activities related to sales’, from order processing to customer inquiries.

Your challenges

You responsibilities are divided in different categories:

Order processing

  • Assist the Sales team with order follow-ups
  • Check customers’ order information (correct styles, prices and delivery dates)
  • Discuss about product shortages with customers
  • Register all orders in the delivery schedule with relevant information (contract number/ customer/season/ product details/qty/ value/ cut-off date/customer delivery date…)
  • Discuss any delivery change with the customers

Customer Template Completion

  • Complete customers’ template supplier copy if necessary adding all information related to the order ( style references, COO, wash care instructions, fabric comps, product features, EAN’s)
  • Ask the order processing team to assist with adding EAN codes
  • Collaborate with the Customer and HK Marketing teams
  • Make sure that order information about customers are properly received and ready to upload

Shipment Tracking

  • Update and schedule delivery with information provided by China including ETD and ETA dates
  • FOB (Free On Board) orders: arrange shipping documents, proforma invoices, and customer details
  • Keep track and record all order-related changes ( delays,shortages,customer delay approvals,etc.)

Managing deliveries

  • Provide clear delivery instructions to forwarder (walkers) on the Pre-Alert system
  • Request direct bookings with customers when needed
  • Achieve the best in-house date results in collaboration with other teams and customers
  • Consolidate orders when possible to reduce delivery costs
  • Keep the delivery schedule and booking information up to date
  • Maintain a clear log of all changes to orders from ex-factory to delivery to last mile
  • Collaborate with customers in case of delay or refusal and manage rebooking of goods
  • Make POD’s request when missed cartons from GEFCO are reported
  • Manage claims and credit notes for non-delivered goods
  • Provide HK team with “unshipped reports” when requested

Invoice Management

  • Check & send invoices to customers based on their requirements
  • Keep the delivery schedule up to date with the invoice number and date of posting
  • Collaborate directly with the order processing team in case of invoice queries or discrepancies
  • Monitor AR activities every week
  • Chase payments with top customers
  • Report serious payment issues to you Line Manager


  • Complete claim forms according to the company’s requirements
  • Forward inquiries to your Line Manager for further actions’ approval
  • Forward any claim number to customers

What do you need to come & join?

  • Language skills: bilingual in German and proficient level of English (B2)
  • Great administrative and coordination skills
  • Ability to maintain good relationships with your clients

Your mindset

  • Proactive
  • Great interpersonal skills

Extra points:

A previous experience (1 to 2 years) in sales and retail is highly valued by our partner, and can be a great plus! :)

Who is this job made for

Any junior professional looking for growth in their sales career, or interested in the fashion and textile industry.

Important: This position is based in DĂĽsseldorf, Germany. You can either apply to the full time position or the part-time one :)

Are you ready to push your sales career and grow within an exciting SaaS company? It's time to apply! Or tell a friend about this position :).