Order Intake Coordinator, Spare Parts & Retrofit

Wärtsilä is an innovative technology company known for being a forerunner in the Marine and Energy markets. Every day, we – Wärtsilians - put our hearts and minds into turning Wärtsilä's purpose of enabling sustainable societies through innovation in technology and services into reality. Our ultimate aim is to provide increased value to both our customers and society. New, game-changing ideas and continuous improvement have been part of our DNA since 1834. Together, we can create new business opportunities and more sustainable future that we can all be proud of. 

We want to transition the world towards a decarbonised and sustainable future. By pushing the boundaries of engineering and technology, we can make it work. We are always on the lookout for future-oriented talent – want to join the ride?

Parts & Retrofit Order Coordinator is responsible for the following tasks:Handling the order coordination, shipping, and export documentation for spare parts ordered by customers through either Wartsila Global Network Sales or Wartsila Japan Sales. This position requires communication skills, expediting, lead time management, problem-solving abilities, customer service skills, SAP experience, and knowledge of international logistics and export operations.

You will shine in this role when you have:

• Coordinate customer inquiries, quotations, orders, export operations, and claims based on target processes and KPIs.
• Collaborate with relevant departments and customers involved in the processes.
• Work closely with account managers and provide support and follow-up.
• Actively follow-up inquiry and order book.
• Build profitable relationships with stakeholders in order to provide feedback and valuable information to factory and sales team.
• Manage projects and contribute to product cost reduction and rationalization.
• Expedite processes and monitor progress.
• Track order progress, compare with schedules, collect progress reports, and identify causes of delays.
• Prioritize tasks and resources that are delayed, optimize and consider and implement countermeasures.
• Conduct investigations and inspect to ensure compliance with requirements and quality standards.
• Identify risks and propose risk management strategies.
• Provide logistics and export support for logistic utilizing SAP experience.

You will shine in this role when you have:

• Domestic and international sales or sales support experience
• Practical experience in export operations and international logistics.
• Attention to detail and speed in administrative tasks, sensitivity to numbers
• Experience in expediting process and progress management, (preferably with project management and lead time management experience.)
• Effective communication and problem-solving skills with clients and stakeholders
• Sense of responsibility and proactive problem-solving skills, experience in troubleshooting independently
• Smooth communication skills with remote parties via phone and email
• Ability to adapt to time differences and respond flexibly
• Native-level Japanese and business-level English reading, writing, and speaking skills
• Experience using core systems ex. SAP
• SAP and PC skills (Basic functions in Excel, data entry and modification in Word, table insertion)

Desired Traits:

• Contribute to the organization and self-driven.
• Team player with the ability to cooperate and collaborate effectively.
• Strong communication skills to build good relationships with clients and stakeholders.
• Flexibility with deadlines and the ability to prioritize tasks.
• Problem-solving and decision making skills, and the ability to act promptly and effectively.
• Willingness for continuous learning and growth.
• Attentive to details with a focus on accuracy and reliability.
• Effective time management.
  
  
  

Preferred, if applicable

•  Knowledge of trade and export customs clearance.
•  Experience in managing internal projects such as marketing, data and information analysis, product cost reduction, and product optimization
•  Review of contracts with customers (in English)
•  Experience in the same job description in a multinational company (Machinery manufacturing industry) more than 2 years.
•  Experience in projects and overseas sourcing in a multinational company (Machinery manufacturing industry).
•   Experience in the marine industry.
•   Experience using SAP.

Education:

• Bachelor's degree or higher.
  

Why you and us 
You are valued – as your true self. At Wärtsilä we value diversity and are committed in supporting inclusive work community.  

Your growth is supported. We believe in continuous learning & teamwork. Wärtsilian community has your back when it comes to development opportunities – so you can develop beyond your potential. 

You get to make a difference. Innovation and sustainability are important for us. Every day, we put our hearts and minds into enabling sustainable societies through innovation in technology and services into reality.  

Contact & next steps
Submit your application before the deadline through our Careers portal. Applications through email will not be considered. After submitting your application you’ll receive a confirmation email. We try our best to get back to everyone within 2-3 weeks after application deadline.  

Please apply by 17/07/2026  at 23:59 Japanese Standard Time. Our recruiting tool recognizes the time zone where the job ad has been published and closes the application period according to same time zone

Last application date: 17/07/2026 

At Wärtsilä we value, respect and embrace all our differences, and are committed to diversity, inclusion and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities. 

Please note that according to Wärtsilä policy, voluntary consent for a security check may be required from candidates being considered for this position, depending on the applicable country.

This is Wärtsilä 

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18,300 professionals, in more than 230 locations in 77 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com.