Multilingual Customer Service Specialist
Location: Hamburg area
Employment: Full-time
Start: As soon as possible / by agreement
Recruitment handled by: Black Swans Exist
About the opportunity
Black Swans Exist is supporting a growing international medtech company in the search for a Multilingual Customer Service Specialist to join its Northern European customer service function.
This is an opportunity to become part of a newly established and growing European organization with a strong commercial foundation, international ownership, and an ambitious plan for further development. The company combines the stability of an established business with the energy and influence of a scale-up environment.
You will join a small, collaborative team and play an important role in delivering high-quality customer support across Germany, the Netherlands, and Scandinavia. The role is office-based in Hamburg and will be central to the company’s daily operations, customer experience, and commercial support activities.
The role
As Multilingual Customer Service Specialist, you will act as a key point of contact for customers, partners, patients/users, and field-based colleagues across Northern Europe. You will handle a broad mix of customer service, order management, administrative coordination, and first-line technical support.
The role requires strong communication skills, structure, empathy, and the ability to manage multiple tasks in a dynamic international environment. You will work closely with sales managers, finance, commercial stakeholders, and colleagues in other countries to ensure a smooth and professional customer experience.
The position includes order handling, customer inquiries, invoice-related tasks, product and service support, returns, claims, customer data maintenance, and internal coordination. It also offers the opportunity to become a strong user of new ERP and CRM systems as the company continues to build its independent operational setup.
Key responsibilities
Your responsibilities will include:

• Acting as a primary contact for customers, partners, users/patients, and field representatives across Northern Europe.
• Handling customer inquiries by phone and email in a professional, empathetic, and service-oriented manner.
• Supporting customers with routine and more complex questions related to products, orders, deliveries, repairs, claims, and service processes.
• Managing inbound orders from receipt to correct processing and release.
• Handling invoices, administrative documentation, and related coordination with internal stakeholders.
• Supporting returns, warranty matters, repairs, rental equipment, loss and damage claims, and other service-related processes.
• Providing first-line technical support after relevant training.
• Working closely with country sales managers and field-based colleagues to support customers and commercial activities.
• Maintaining and updating customer records, pricing information, warranty registrations, and relevant customer data.
• Supporting outbound activities, mailings, product updates, and renewal-related initiatives in collaboration with sales.
• Collecting customer feedback and ensuring relevant input is shared internally.
• Contributing to a strong, structured, and customer-focused customer service function.
• Supporting colleagues across Hamburg and Gothenburg as part of a small international team.

Your profile
We are looking for a stable, service-minded, and proactive person who enjoys being a central support function in an international business. You are structured, reliable, and comfortable working with both customers and internal stakeholders.
You bring strong communication skills and a genuine interest in creating a positive customer experience. You are comfortable in a hands-on environment where processes, systems, and ways of working are still developing, and where your contribution can have a visible impact.
Required qualifications

• Fluency in German and English is required.
• Fluency in one or more additional Northern European languages is highly attractive, particularly Dutch, Danish, Swedish, or Norwegian.
• Previous experience from customer service, order handling, sales support, administration, or a similar customer-facing role.
• Strong verbal and written communication skills.
• Good general IT skills, including Microsoft Outlook, Word, Excel, browsers, and Windows-based systems.
• Experience with ERP and/or CRM systems is an advantage.
• Ability to work from the Hamburg area.
• Availability for standard office hours, with flexibility when business needs require it.

Experience that would be especially relevant

• Experience from medtech, healthcare, audiology, hearing care, or another regulated technical product environment.
• Experience supporting customers, patients/users, clinics, distributors, or field sales teams.
• Understanding of invoicing, bookkeeping, order processing, or finance-related administrative workflows.
• Experience with Business Central or similar ERP systems.
• Experience working across borders with international teams.

Personal characteristics
The right candidate is likely to be:

• Service-minded, kind, and empathetic.
• Structured and detail-oriented.
• Reliable and stable in their approach to work.
• Comfortable taking responsibility and following tasks through.
• A strong team player who enjoys supporting others.
• Proactive, positive, and solution-oriented.
• Calm under pressure and able to manage several priorities at once.
• Open-minded and comfortable in a multicultural environment.
• Motivated by joining a company in a growth and build-up phase.

What the company offers

• A central role in a growing Northern European customer service setup.
• The opportunity to help shape a new standalone customer service function.
• A small, international, and collaborative team environment.
• A business with both entrepreneurial energy and a solid commercial foundation.
• Exposure to customers and colleagues across several European markets.
• German benefits package including pension contribution, local transport contribution, JobRad/bike leasing support, and access to corporate benefit discounts.
• Possibility of occasional home office after onboarding and training.

Why this role is attractive
This is a strong opportunity for someone who wants to be more than “just” a customer service representative. You will join at a stage where your contribution matters, where processes are being built, and where a proactive person can have real influence.
You will be part of an international organization with strong ambitions, while working in a close-knit team where collaboration, kindness, and professionalism are valued highly.
Application
Black Swans Exist is handling the recruitment process. For further information or to apply, please contact Uta Talkenberg-Rasmussen at U.talkenberg@blackswansexist.com or apply directly.
All inquiries will be handled confidentially.