Technical Project Administrator & Coordinator Superstar

Web­site caplinq CAPLINQ Europe BV



Yes, you read that right – we’re look­ing for a SUPERSTAR. If the title sounds uncon­ven­tion­al, it’s because CAPLINQ is too. We’re look­ing for that spe­cial some­one that has not one, but two unique skills – the amaz­ing atten­tion-to-detail of an admin­is­tra­tor with the keep-it-on-track men­tal­i­ty of a project coor­di­na­tor.

As a fast-grow­ing multi­na­tion­al, I’m not ashamed to admit we’re start­ing to come apart at the seams. Our prod­ucts and ser­vices have found a sweet-spot in the mar­ket, and now we’re strug­gling to main­tain the high lev­el of ser­vice, sup­port and response that have made us so suc­cess­ful.

Do you describe your­self as a proac­tive, super-orga­nized, enthu­si­as­tic, mul­ti­task­ing super­star that works best with dead­lines, sched­ules and projects? Then I encour­age you to read on. If on the oth­er hand, you’re already exhaust­ed read­ing this, I rec­om­mend you take a nap and check out anoth­er job post.

Though you will work close­ly with the sales depart­ment, there will be no sell­ing or cold-call­ing involved. Your leads and projects will all come to you and it will be your respon­si­bil­i­ty to ser­vice, sup­port and coor­di­nate a very diverse range of activ­i­ties and requests. On the oth­er hand, if you would like to devel­op sales skills as part of your career path, this is the same start­ing posi­tion of our future out­side sales engi­neers. We are look­ing for some­one who pos­sess­es excel­lent com­mu­ni­ca­tion and orga­ni­za­tion­al skills and should be ready to con­tribute to a vari­ety of projects at any giv­en time.

So, what will you be doing?
The posi­tion and respon­si­bil­i­ty will grow along with you. As a small, but grow­ing com­pa­ny, the role will be excit­ing for you if you like work­ing in a small team and hav­ing a lot of free­dom to define your roles and respon­si­bil­i­ties. No two days will like­ly be the same.

Broad­ly speak­ing, your work will revolve around the fol­low­ing four activ­i­ties:

1. Inside Sales Admin­is­tra­tor (about 40% of your time)
Your leads will come in from cus­tomer ser­vice (who have pre-screened them), and sales who have new and ongo­ing projects with new and exist­ing cus­tomers. Your role is to ensure that all the infor­ma­tion is all in one place and up to date. Fur­ther­more, this list needs to be reviewed month­ly and updat­ed as new infor­ma­tion becomes avail­able.

Exam­ples of activ­i­ties:
• Update inquiries into our Cus­tomer Rela­tion­ship Man­age­ment (CRM) tools
• Review the list reg­u­lar­ly and send updates to cus­tomers
• Update and admin­is­ter the month­ly sales report we send to our sup­pli­ers
• Update price lists and prod­uct avail­abil­i­ty data

2. Project Coor­di­na­tor (about 30% of your time)
CAPLINQ is dri­ven by projects, some of which are sales-relat­ed and many that are not. These one-off projects will require the same admin­is­tra­tion and coor­di­na­tion as sales-relat­ed one. They may also require the same mar­ket research as iden­ti­fied above.

Exam­ples of projects:
• We have 8 cus­tomers in Poland now. Does it make sense to set up a ware­house there? Go!
USA cus­tomer asks to con­sol­i­date 3 ship­ments into one ware­house? How much do we charge? Go!
• A new sup­pli­er needs us to store prod­ucts at ‑40°C. Should we do that in-house or exter­nal­ly? Go!
• A cus­tomer just got a box that was total­ly squished on deliv­ery, how could that have hap­pened? Go!

3. Mar­ket Researcher/Analyst (about 20% of your time)
Though you don’t need an ana­lyt­ics degree, we expect you to have a high lev­el of curios­i­ty about the work and prod­ucts you are sup­port­ing. Why are cus­tomers ask­ing for this product/service? What makes them different/similar to oth­er cus­tomers? What indus­tries are they in? What sim­i­lar cus­tomers might ben­e­fit from the same prod­ucts?

Exam­ples of activ­i­ties:
• Google com­pa­nies you sup­port to under­stand what prod­ucts they make and indus­tries they serve
• Google our products/services and see how they are the same or dif­fer­ent to oth­er com­pa­nies
• Google the projects you are work­ing on to see what oth­er com­pa­nies are doing sim­i­lar work
• Col­lect­ing this info into Pow­er­Point pre­sen­ta­tions for mar­ket­ing, sales, and even for your cus­tomers

4. Order Han­dling (about 10% of your time)
We han­dle about 20 orders/samples per week from our office. In the begin­ning, you will han­dle half of these to learn what our prod­uct look like, how they need to be packed and how they need to ship.

Exam­ples of activ­i­ties:
• Pack orders into box­es for pick­up and deliv­ery
• Pre­pare sam­ples for cus­tomers
• Coor­di­nate sam­ples and orders with sup­pli­ers and cus­tomer ser­vice

What mind­set do you require?
Skills can be learned. Mind­sets, though they can be learned too, are more often a part of who you are. We val­ue the mind­set at least if not more than either expe­ri­ence or hard skills.
1. Curios­i­ty – We want a per­son who is curi­ous. Google is your best friend, and you might be secret­ly addict­ed to get­ting as much infor­ma­tion as you can. Some­times you Google too much 😉
2. Atten­tion to Detail – We want a per­son who cross­es their t’s and dots their i’s. Read the infor­ma­tion pro­vid­ed and do what is asked. Hint! Don’t for­get to read the last para­graph of this vacan­cy 😉
3. Orga­nized Coor­di­na­tor – Project coor­di­na­tion is at the core of the func­tion. We need some­one who can pull togeth­er all the miss­ing pieces and make sure we keep the project mov­ing for­ward
4. Data-dri­ven – Our cul­ture encour­ages and rewards deci­sions that are made with data as opposed to senior­i­ty, intu­ition or per­son­al expe­ri­ence.
5. Con­tin­u­ous Improve­ment – Peo­ple and process­es can always get bet­ter. We’re look­ing for some­one who ques­tions every process to see if there’s not room for improve­ment. Like­wise, if you want to improve your­self, we offer mon­ey to sup­port your con­tin­u­ous learn­ing jour­ney.
6. Courage – Boss­es make mis­takes and col­leagues aren’t always fair. That’s life. We’re look­ing for some­one who may be afraid to con­front these issues, but does it any­ways.

What skills do you NOT need?
Before we list the skills you do need, it is impor­tant that you know what we skills or expe­ri­ence we do NOT require:
1. Prod­uct knowl­edge: You do not need to know any­thing about any of the prod­ucts we sell, nor any of the ser­vices we pro­vide. All will be taught on the job.
2. Tech­ni­cal degree: Our prod­ucts are tech­ni­cal. Though a tech­ni­cal degree could be very use­ful, if you are curi­ous and inter­est­ed enough in our prod­ucts, you can still be very suc­cess­ful.
3. Lots of work expe­ri­ence: This is meant to be an entry-lev­el posi­tion where you will learn “knowl­edge” on the job. What we can’t teach – and val­ue enor­mous­ly is some­one that is orga­nized, ana­lyt­i­cal, curi­ous, ded­i­cat­ed and can keep our projects orga­nized and on track
4. Dutch: Our staff comes from all over the world and we speak most­ly Eng­lish in the office. To the out­side world most of our com­mu­ni­ca­tion is also Eng­lish.

What skills do you require?
We don’t even have any hard skills that are required. The ide­al can­di­date would be one who:
• Has a uni­ver­si­ty (HBO) edu­ca­tion and sim­i­lar prob­lem-solv­ing skills
• Asks ques­tions, then asks more ques­tions, then asks even more ques­tions
• Is very orga­nized, and likes to have a place for every­thing and every­thing in its place
• Is a strong plan­ner and orga­niz­er and thrives in get­ting things done
• Is very com­put­er lit­er­ate, and knows their way around Mirosoft Word, Excel and Pow­er­point
• Is a Google pow­er-user, for­ev­er ask­ing Google ques­tions for answers he/she doesn’t know
• Very good spo­ken and writ­ten Eng­lish (at least 7/10)
• Is opti­mistic, ener­getic and loves to smile
• Pays atten­tion to detail. The very last para­graph of this job vacan­cy has very impor­tant infor­ma­tion. Be sure you read it twice before apply­ing.

Skills not required, but that get bonus points (any of them count):
The job we have in mind may not require these skills, but they sure come in handy around here.
1. A Tech­ni­cal Degree: You do not need a tech­ni­cal degree, but our prod­ucts are by nature tech­ni­cal, so you will need to be able to grasp the con­cepts. If you want to learn, we’re able to teach.
2. Online writ­ing: Can you see your­self writ­ing blog arti­cles or FAQs about our prod­ucts or ser­vices? Do you have a knack to inspire peo­ple with what you write? We can use that!
3. Loves mar­ket research: There is always so much to learn in our indus­try. If you love to dig into the details and then can sum­ma­rize what you’ve learned in Pow­er­Point or sim­i­lar, we can use that too!

There is no need to send your CV unless it looks awe­some and you want to impress us with how it looks. Oth­er­wise, we will use your LinkedIn pro­file (bet­ter make sure it is com­plete!).

Instead, can­di­dates wish­ing to apply are request­ed to send an email to that includes:
1. A link to your LinkedIn pro­file (not a CV)
2. A one-page, per­son­al cov­er let­ter

Let me repeat that last part in a dif­fer­ent way… We are look­ing for peo­ple who stand out from the crowd with a well-writ­ten, enthu­si­as­tic one-page let­ter telling us why this posi­tion speaks to you and what you could bring to the team.

If all you do is send a CV (we told you not to), and no cov­er let­ter your appli­ca­tion will be dis­card­ed with­out even being read.

About Chris Perabo

Chris is an energetic and enthusiastic engineer and entrepreneur. He is always interested in taking highly technical subjects and distilling these to their essence so that even the layman can understand. He loves to get into the technical details of an issue and then understand how it can be useful for specific customers and applications. Chris is currently the Director of Business Development at CAPLINQ.