Customer Care Specialist

Position: Customer Care Specialist
Location: Kyiv, Ukraine
Work format: Full-time / Employment Agreement

We have a great career opportunity for a Customer Care Specialist in a leading international renewable energy company with a representative office in Ukraine.

Our Partner is a leading distributor and solutions provider of photovoltaic systems. The Company offers a complete assortment of on-grid and off-grid modules, inverters, mounting systems and essential accessories to PV professionals in Europe, the Middle East, Africa and South America. Furthermore, the Company stands for flexibility, an individual approach and trustworthiness, and builds on mutual trust and long-term cooperation. The Team brings the latest smart technologies to the market thanks to close collaboration with top-tier manufacturers. The Company is actively growing and attracting new talent for various exciting positions to grow the business further and help solar become the dominant source of energy in the world.

To achieve our Partner's ambitious goals in Ukraine, we are looking for a well-rounded person to provide exceptional customer support, manage customer orders, and coordinate intercompany processes. The role also includes providing backup support for office administration and service operations when necessary.

Main Responsibilities:
Customer Care & Sales Orders Management:

• Manage and process customer orders from initiation to completion in the ERP system, ensuring accuracy and timely updates;
• Support the creation of proforma invoices (PIs), manage them, ensure proper tracking, and send hard copies of final invoices and documentation to customers;
• Interact and communicate with customers to support their needs and resolve inquiries efficiently;
• Maintain price lists and ensure their accuracy in coordination with sales teams;
• Follow up on customer payments, supporting Sales Representatives (SRs) by reminding customers.

Intercompany Process Coordination:

• Manage the complete process of intercompany orders and shipments to Ukraine;
• Order & Logistics: Initiate purchase orders, book transportation, and confirm all logistics details;
• Documentation: Prepare, finalize, and distribute all required shipping, export, and customs documentation;
• Customs & Inbound: Handle customs declarations and coordinate with drivers and the UA warehouse for successful inbound delivery;
• Financial Administration: Create final invoices for goods, transport, and customs, and confirm all transactions in the accounting system.

Data Accuracy & Compliance:

• Ensure accurate data entry and updates within ERP and CRM systems, with a focus on sales documentation and customer records.

Backup & Shared Responsibilities:

• Provide backup support for the new Admin & Service Support position regarding office administration, coordination of service cases in K2, office event coordination, and e-shop monitoring when necessary;
• Support the organization of webinars and physical training events, including coordination with suppliers and internal teams.

Qualifications and professional experience:

• General administrative experience, including back-office tasks (ordering goods, handling mail, assisting with office leases, vendor searches, legal documents, etc.);
• Basic understanding of finance (invoicing processes, customs clearance);
• Strong English language skills are required.

We offer:

• 1-year contract with the potential for extension to an indefinite period;
• Competitive compensation with a good benefits package;
• Quarterly bonus of up to 25% of the monthly salary, based on regional financial performance and individual KPIs;
• Supplementary private health insurance;
• Space for development, including internal and external training with an education budget of €400/year;
• Cooperation with a skilled international team across multiple departments and countries;
• Work flexibility: Primarily office-based, but with the option for 1-2 days of home office per week or flexible working hours.

If you are interested in learning more details about this position, please send your CV to office@hrenergy.org with the topic "Customer Care Specialist" and we will provide you with more detailed information about the opportunity.