Administration Associate IT & Tooling

Location:

Haag, St. Gallen, CH

Employment Type: Permanent

About VAT Group At VAT, we change the world with vacuum solutions. As the world’s leading supplier of high-performance vacuum valves, we have been driving innovation for more than 60 years. With over 3,200 employees worldwide, we operate from our headquarters in Haag, Switzerland, with manufacturing sites in Switzerland, Malaysia and Romania, as well as sales and service hubs around the world. We are guided by our passions: integrity, teamwork, customer centricity, and innovation – always working together as #oneVAT.

Joining us means becoming part of a passionate, international team where your voice is heard, your ideas matter, and your career growth is supported.

Purpose of the Role The Tool Issue and Administration Specialist is responsible for ensuring the efficient management, availability, and traceability of tooling across the organization. The role supports procurement, inventory control, and system administration activities while maintaining the reliability of tool management systems and their integration with business applications.

Responsibilities

• Prepare purchase requests for new tools and regrinding services for used tools, including processing shipping documentation.
• Monitor and follow up on orders to ensure timely delivery and availability of required tooling.
• Perform goods receipt inspections, store incoming materials, and record inventory transactions in the relevant systems.
• Manage and maintain Toolbase ATMS and Haenel Lean-Lift systems, including server-based and standalone solutions.
• Support the commissioning and implementation of Toolbase systems in collaboration with external suppliers.
• Ensure the reliable and uninterrupted operation of Toolbase ATMS systems across the organization.
• Control and monitor inventory levels to maintain adequate stock availability.
• Support and maintain the interface between Microsoft Dynamics 365 (D365) and Toolbase systems.
• Create, maintain, and manage product master data within PDM and D365 systems.
• Collaborate professionally with suppliers and internal stakeholders to support efficient operational processes.

Qualifications

• Very good written and spoken German and English.
• Proven experience with tool management systems; knowledge of Toolbase ATMS and Haenel Lean-Lift is advantageous.
• Knowledge of ERP/MRP systems, particularly PSS and Microsoft Dynamics 365 (D365).
• Proficiency in Microsoft Office applications and SQL databases.
• Strong IT affinity with the ability to work effectively with system-driven processes and interfaces.
• High level of resilience, self-motivation, and ability to work independently.
• Accurate and methodical working style with strong attention to detail and adherence to system standards.
• Professional communication and stakeholder management skills when working with suppliers and internal teams.

Our commitment to inclusion, fairness and equal opportunities We believe in meaningful careers, continuous learning, and equal opportunities for everyone to drive our innovation and success. We welcome applicants from all backgrounds and are dedicated to fostering an inclusive and respectful workplace. If you have concerns, our compliance channel is available at our website. All reports are handled with strict confidentiality and in accordance with our Code of Conduct.