Order Management & Sales Support Specialist

Permanent employee, Full-time · Tallinn

Your mission

Are you a proactive and detail-oriented professional with experience in a manufacturing environment? Do you excel in managing complex ERP systems and thrive in supporting efficient commercial operations? As an Order Management & Sales Support Specialist at Elcogen, you will be a key player in ensuring the smooth execution of our Order–Delivery process, maintaining accurate customer data, and managing international shipments in full compliance with export regulations.

In this role, you’ll collaborate closely with our sales teams in Estonia and Finland, serving as the operational link between our customers and internal departments. You’ll be responsible for driving process accuracy, improving responsiveness, and helping to continuously optimize our order management and sales support functions in line with Elcogen’s growth and innovation in clean energy.

Your tasks

Order & Customer Data Management

Act as the main user of ERP and CRM systems, ensuring accurate and up-to-date customer account data.
Enter new customer information and update records in the CRM.
Process and input customer orders into the ERP according to customer specifications.

Quotation & Invoicing Support

Issue quotes for cells, stacks, and modules in collaboration with the sales team.
Independently manage standard quotations for smaller quantities.
Issue and monitor customer invoices; send reminders and escalate delays to the relevant sales account owner.

Delivery & Export Compliance

Coordinate customer deliveries, including shipping documentation, Incoterms, and communication.
Ensure compliance with export regulations, including embargo checks, financial ratings, toll codes, and dual-use goods.
Serve as the point of contact between operations and customers regarding delivery timelines and updates.

Sales & Documentation Coordination

Maintain and manage all sales-related documentation.
Keep account owners informed about customer updates and delivery statuses.
Support ISO and supplier audits when required.

Process Improvement & Team Collaboration

Participate in the continuous development of order management processes.
Support the commercial team and your direct manager in initiatives to improve efficiency and accuracy.

Your profile

Education: Bachelor’s degree in Business Administration, Economics, or a related field.
Experience:
- At least 5 years of relevant experience in a manufacturing or export-focused environment.
- Strong background in managing Order–Delivery processes.
- Hands-on experience with ERP and CRM systems.
- Knowledge of export documentation, Incoterms, and export compliance topics (e.g., toll codes, sanctions, dual-use regulations).
Skills & Attributes:
- Fluent in English; additional languages are a plus (Estonian, German, Finnish, Russian, French, etc)
- Highly detail-oriented, systematic, and proactive.
- Strong communication skills and a customer-focused mindset.
- Comfortable working independently as well as within cross-functional teams.

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About us

Elcogen is at the forefront of the energy revolution with a huge vision – do you want to join our journey towards market leadership in fuel cell technology and green hydrogen?

Founded in 2001, Elcogen is a manufacturer of clean energy technology that delivers affordable green hydrogen and emission-free electricity. We are a European business with a proud Estonian heritage and a global customer network delivering flexible core solid oxide technology.

Elcogen has its registered office in the UK, and manufacturing facilities in Estonia and Finland that have served 160 customers in 30 countries. Currently, we have 150+ employees working in our Estonian and Finland factories.

Elcogen is an equal-opportunity employer committed to fostering an inclusive and diverse workforce culture. All qualified applicants will receive consideration for employment without regard to race, religion, color, nationality, gender, gender identity, sexual orientation, age, status as a protected veteran or status as a qualified individual with a disability.

We understand that some highly capable candidates might hesitate to apply for a role unless they meet every listed qualification. If you're excited about this role, we encourage you to apply even if you don't meet all the requirements. You may be the right candidate for the role.

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We are looking forward to hearing from you!

Hi there, we appreciate your interest in Elcogen. Please fill out the following short form to get in contact with us. If you have difficulties uploading your files, don't hesitate to contact us by mail a people@elcogen.com