Key Responsibilities and Required Skills for Industrial Clerk

🎯 Role Definition

The Industrial Clerk is the operational backbone of our organization, responsible for managing the entire order-to-cash lifecycle. You will act as the primary liaison between customers, sales, production, and logistics, ensuring that all administrative tasks related to manufacturing and distribution are executed flawlessly. This position requires a sharp eye for detail, mastery of our ERP system (SAP), and the ability to manage multiple priorities in a fast-paced setting. Your contribution directly impacts our operational efficiency, supply chain performance, and ability to deliver on our promises to customers.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant or Junior Clerk in an industrial setting
Graduate of a vocational training program for Industrial Business Management (Industriekaufmann/-frau)
Data Entry Clerk with exposure to supply chain or manufacturing

Advancement To:

Senior Industrial Clerk or Team Lead Administration
Supply Chain Coordinator or Logistics Planner
Specialist in Procurement, Purchasing, or Sales Operations

Lateral Moves:

Purchasing Assistant
Sales Support Specialist

Core Responsibilities

Primary Functions

Manage the end-to-end customer order process, from initial entry and confirmation in the ERP system (SAP) to final invoicing and closure.
Create, release, and monitor production orders, ensuring alignment with sales forecasts, customer demand, and material availability.
Serve as the main administrative point of contact for customers, providing timely updates on order status, delivery schedules, and product availability.
Coordinate with logistics partners and freight forwarders to schedule and track shipments, ensuring on-time delivery to domestic and international customers.
Prepare and meticulously manage all necessary shipping and export documentation, including delivery notes, packing lists, bills of lading, and customs declarations.
Actively monitor inventory levels of raw materials, components, and finished goods, initiating purchase requisitions to prevent stockouts or excess stock.
Liaise directly with the production planning and shop floor teams to communicate priorities and resolve any scheduling conflicts that may impact delivery dates.
Maintain and ensure the accuracy of critical master data within the ERP system, including customer information, material master records, and pricing conditions.
Process and coordinate customer complaints, returns (RMA), and credit notes, collaborating closely with the Quality Assurance and Finance departments for resolution.
Support the sales team by preparing formal quotations, processing sample requests, and providing administrative support for tenders.
Verify and process incoming invoices from suppliers and logistics providers, cross-referencing with purchase orders and delivery receipts.

Secondary Functions

Generate and distribute regular operational reports on key performance indicators (KPIs) such as on-time delivery, order backlog, and inventory turnover.
Assist the controlling department with preliminary and post-calculation of production orders to ensure cost transparency and accuracy.
Support ad-hoc data requests and exploratory data analysis to identify trends or areas for operational improvement.
Contribute to the continuous improvement of internal processes by identifying bottlenecks and proposing more efficient workflows in order management and logistics.
Participate in periodic physical inventory counts and assist in the investigation and reconciliation of any stock discrepancies.
Ensure all activities are performed in compliance with company policies, industry standards, and international trade regulations.
Provide administrative support for the management of production tools, equipment, and scheduled maintenance.
Assist in the creation and maintenance of standard operating procedures (SOPs) and work instructions for key administrative functions.
Collaborate with business units to translate data needs into engineering requirements for system enhancements.
Participate in sprint planning and agile ceremonies within cross-functional project teams.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in ERP systems, with strong, hands-on experience in SAP (specifically SD, MM, or PP modules) being highly desirable.
Advanced command of the MS Office Suite, particularly Excel (including pivot tables, VLOOKUPs, and complex formulas) for reporting and analysis.
Solid understanding of core supply chain, logistics, and manufacturing principles.
Demonstrated experience in order processing, customer service, and coordination within a B2B environment.
Working knowledge of international shipping procedures, Incoterms, and customs documentation requirements.
Familiarity with basic accounting principles related to invoicing and accounts receivable/payable.
Ability to extract, analyze, and interpret data from business systems to generate actionable insights.
Professional fluency in English (both written and verbal); proficiency in another language is a significant plus.

Soft Skills

Exceptional organizational and time-management skills, with a proven ability to prioritize tasks and manage deadlines in a fast-paced environment.
Meticulous attention to detail and a commitment to high-quality, accurate work.
Excellent interpersonal and communication skills, with the ability to build rapport and collaborate effectively with internal teams, customers, and suppliers.
A proactive and resourceful problem-solver who can independently identify issues and drive them to resolution.
Strong customer-centric approach and a dedication to providing outstanding service.
High degree of personal accountability, reliability, and the ability to work effectively both independently and as part of a team.

Education & Experience

Educational Background

Minimum Education:

High School Diploma combined with a completed vocational training/apprenticeship as an Industrial Clerk or a similar commercial qualification.

Preferred Education:

Associate's or Bachelor's degree in a relevant field.

Relevant Fields of Study:

Business Administration
Supply Chain Management & Logistics

Experience Requirements

Typical Experience Range: 2-5 years of professional experience in an administrative role within operations, logistics, or customer service.

Preferred: Direct experience in a manufacturing, engineering, or industrial distribution company is strongly preferred and will set a candidate apart.