Field Service Planning Support
Role details
Job location
Tech stack
Job description
The planning team coordinates the deployment of Field Service Engineers (FSEs) by matching the customer's real need with the right technician. They aim to deliver the right person at the right time, while contributing to customer satisfaction, technician satisfaction and overall service quality. In this context, the Administrative Support Dispatching plays an essential role.
The role provides administrative and organisational support to the planning team, ensuring that technicians are compliant and well equipped. This includes but is not limited to handling travel, logistics, visas, medical and technical certificates, tools, clothing and onboarding tasks. The position requests clear and timely communication between planners, technicians, Project Managers (PMs), Customer Care Managers (CCMs), Invoicing, HR and other stakeholders, helping everyone staying aligned and enabling efficient and reliable service delivery.
The Administrative Support Planning will be based in Louvain-La-Neuve (Belgium) and will report directly to the Regional Field Services Manager of Krones FBL.
What awaits you?
- Respond to requests from planners, technicians, PMs, CCMs and other internal stakeholders in a timely and effective manner, whether by phone, email or by coordinating with the appropriate colleagues.
- Ensure that all Field Service Technicians assigned to a mission are fully compliant with social legislation, social security rules and Krones internal guidelines.
- Keep all information related to technician readiness-such as compliance documents, visas, passports, medical and technical certificates, travel details, tools, clothing and onboarding items-clear, accurate and up to date, in accordance with GDPR requirements.
- Support technicians before their missions by arranging travel reservations and, when needed, preparing or following up visa files, passports or vaccinations, always balancing cost efficiency with technician comfort.
- Request and follow up on Purchase Orders (PO) and Service Orders (SO), and support the invoicing process by sharing correct and complete information.
- Order and follow up on materials provided to technicians such as clothing, tools and toolkits.
- Provide organisational support to the planning team by preparing, structuring and following up all administrative elements linked to technician assignments.
- Follow up on open actions, missing documents and incoming requests in a structured way to ensure continuity in daily activities.
- Collaborate closely with PMs, CCMs, planners, technicians, invoicing, HR and other internal or external stakeholders to keep communication smooth and timely.
- Contribute to a well-organised workflow by identifying priorities, anticipating needs and helping the team work efficiently.
- Support transparency and improved service quality by contributing to the (re)writing and communication of updated procedures and guidelines.
You contribute with
Requirements
Do you have experience in Salesforce?, * Some years of relevant admin support experience in a fast paced, industrial and technical environment.
- Experience in structured environments where procedures and guidelines are key. * Your Tech-savvy mindset, and your high degree of comfort switching between systems (SAP, Salesforce is a plus).
- Your excellent command of French and English (oral/written); fluency in Dutch and / or German is a plus.
- Your ability to prioritise correctly while handling a high inflow of requests.
- Your calm and your structured approach under pressure.
- Your assertiveness and persistency ("knocking on doors and keep knocking").
- Strong communication and active listening skills.
- A remarkable eye for details and accuracy, whilst always keeping the overview to avoid getting lost in details.
- Your good memory and ability to follow up many parallel topics without losing track.
- Your strong "radar" for what is missing, urgent or at risk - and your ability to take immediate action when something pops up.
- Ability to operate autonomously and your ownership.
- Team playing talent and your positive, proactive mindset.
Environment & Context:
- Highly dynamic, customer-driven environment with significant variation day-to-day.
- Strong exposure to nearly all internal departments.
- Based in Louvain-la-Neuve, Belgian payroll
- Full time contract and after integration period, possibility to work max. 2 days per week from home.
