Admin & Order Management Specialist

Job description

Ecowater Systems Italia S.R.L As a part of the global industrial organization Marmon Holdings—which is backed by Berkshire Hathaway— you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best. About EcoWater Systems EcoWater Systems is a global leader in water treatment solutions, specializing in water softeners for domestic use. We offer a range of products including drinking water filtration systems for both private individuals and the tertiary sector. As part of MARMON WATER, a Berkshire Hathaway company, we are committed to providing clean, healthy water for generations to come. EcoWater is present through different distribution channels and different brands. Your mission As Administrative & Order Management Specialist, you play a central role in ensuring the smooth and reliable execution of our order-to-cash process in Italy. You act as the key link between customers, sales, logistics and finance — ensuring efficient order management, high-quality service, and accurate administrative follow-up. This is a hands-on, end-to-end role with a strong impact on customer satisfaction, sales efficiency and operational reliability. You will be part of a small team of six employees, reporting directly to the Country Leader Italy. Key responsibilities: Order Management & Sales Administration Manage the full order-to-cash process from order entry to invoicing Ensure accurate processing of orders, invoices, and credit notes Validate price conditions and commercial agreements Monitor order status, deliveries and back-orders Ensure timely and correct customer confirmations Customer & Sales Support Act as first point of contact for customers on administrative topics Provide proactive updates on order and delivery status Support the sales team with order follow-up and issue resolution Build strong relationships with customers through reliable and professional communication Process Reliability & Continuous Improvement Ensure consistency, accuracy and compliance in administrative processes Identify opportunities to simplify and improve order management and logistics flows Support the optimization of tools and ways of working (ex. transition to new ERP tool) Contribute to maintaining data quality and reporting reliability Reporting & Financial Follow-up Prepare regular reports on sales, orders and back-orders Monitor outstanding payments in collaboration with finance Support accounting with accurate and timely data Ensure proper administrative follow-up of customer accounts Your ideal profile to join our Team? You have proven experience in a similar role. Solid understanding of invoicing and basic accounting principles is required to ensure accurate and flawless customer invoicing. You are rigorous, organized, reliable and dynamic to meet priorities and handle multiple tasks simultaneously. You show initiative to move projects forward, have excellent communication skills, and enjoy working in team. Mastery of the subtleties of effective communication will be essential to your success: listening, asking relevant questions, rephrasing, being diplomatic with a variety of people... Finally, a good command of spoken and written English is mandatory. (daily contacts with colleagues in the Polish plant) Your interpersonal skills, good humor and dynamism will be the keys to joining our great team. Commitment, integrity and focus are the values that should unite us. So together, let's innovate and share a great adventure. Additional information: Location: Milan – Viale Famagosta Start date: ASAP Employment type: permanent & full time Compensation & benefits: Salary according to profile in range €31K - €33K Annual + meal vouchers + two days of remote work per week Application Process: Please send your CV and a motivation letter ( in English ) to us as soon as possible. We look forward to hearing from you! Following receipt of a conditional offer of employment, candidates will be required to complete additional job-related screening processes as permitted or required by applicable law .