Back Office Service Specialist (Categoria Protetta)

Back Office Service Specialist (Categoria Protetta)

Are you passionate about delivering seamless service coordination and building lasting trust with customers and partners? Then join us in our mission to pioneer smarter solutions for moving and transforming water, reducing energy consumption, and enhancing quality of life for people.

As our new Back Office Service Specialist , you will be coordinating end-to-end service operations and order management, acting as the vital link between customers, service teams, and authorized partners to ensure smooth and timely execution of on-site work. You'll be part of a diverse, supportive and inclusive culture that celebrates our differences and puts people first by fostering growth, well‑being, and a sense of belonging.

What you will be doing

As a key part of the Service Operations team, you'll create impact by ensuring exceptional service delivery through orchestrating seamless coordination between customers, internal teams, and external partners across the full order lifecycle.

Your main responsibilities include:

• Coordinate and schedule service operations and site visits using the Service Management System, including Health & Safety considerations
• Manage the complete order lifecycle from quotation preparation through order entry to shipment coordination
• Liaise with customers, service staff, and Authorized Service Partners to build trust and align on scope of on‑site work
• Handle customer requests via phone and digital channels, providing timely and accurate support
• Process credit memos, returns, and warranty credits while coordinating return of defective materials
• Maintain accurate documentation and records across all company systems

What makes you a great fit

Above all, you are a detail‑oriented and customer‑focused professional with strong organizational skills, a proactive problem‑solving mindset, and the ability to manage multiple priorities in a fast‑paced service environment. We would also imagine that you have:

• Vocational certificate, Associate's Degree, or equivalent work experience in a service or back‑office environment
• Clear and effective communication skills in both Italian and English (written and spoken)
• Solid proficiency in Microsoft Office 365 (Excel, Outlook, Teams) and digital business systems
• Demonstrated experience managing order processes and coordinating with multiple stakeholders

It is a plus if you also:

• Experience with Service Management Systems or ERP platforms (e.g., SAP)
• Background in the pump industry, water technology, or industrial service operations
• Familiarity with Health & Safety requirements for on‑site service coordination

Why you will love working here

• A working environment built around your needs, with flexible hours, home‑working opportunities and parental support.
• Annual bonuses, health insurance and a strong focus on well‑being activities.
• Three days' additional paid leave for volunteering in your community.
• Access to on‑demand training and learning sessions and carefully structured programmes to pursue personal and professional development opportunities.

Inclusive workplace

We welcome and encourage applications from all abilities, experiences, and backgrounds. Our recruitment process welcomes all professional people without consideration of age, colour, gender identity, national origin, physical or mental disability, ethnicity or religion.

Job details

• Workplace: Hybrid (office and home‑working)
• Job Location: Cadriano di Granarolo dell'Emilia (BO), Bologna, Italy
• Contract Type: Full‑Time
• Employment Type: Regular

Are you ready to unlock possibilities at Grundfos? Apply today!