Back Office Assistant

Description

**JOB DESCRIPTION (JD)** **1\. Position Identification** **Position Title:** Back Office Assistant **Department:** Administration / Commercial Operations **Company:** Reasense Iberia **Location:** Spain **Reports To:** General Management or Operations Manager **Related Positions:** Sales, Customer Service, Logistics, Finance, Suppliers and Distributors **2\. Position Mission** Ensure the efficiency and quality of Reasense Iberia’s administrative, commercial, and operational processes by providing support to the sales team and ensuring proper management of orders, documentation, customers, and suppliers to contribute to the company’s growth and profitability. **3\. Functions and Responsibilities** **Commercial Support** * Provide administrative support to the sales team. * Manage customer onboarding and updates in the CRM. * Prepare commercial offers and quotations. * Conduct administrative follow-up of commercial opportunities. * Prepare documentation for tenders, bids, or commercial agreements. * Coordinate communication between customers and the sales team. **Order Management** * Register and process customer orders. * Coordinate order preparation and dispatch with logistics. * Track deliveries. * Manage issues related to orders and transportation. * Maintain up-to-date order information in management systems. **Customer Service** * Handle administrative inquiries from customers and distributors. * Manage incidents and complaints arising from commercial activities. * Route technical requests to the relevant departments. * Ensure prompt and professional responses to customers. **Administration and Documentation** * Maintain updated physical and digital files. * Manage contracts, delivery notes, invoices, and commercial documentation. * Prepare periodic reports on commercial and operational activity. * Support billing and document control processes. **Procurement and Supplier Relations** * Manage purchase orders to suppliers. * Monitor supplier delivery timelines. * Update pricing lists, catalogs, and product specifications. * Coordinate administrative issues with manufacturers and suppliers. **Management Support** * Prepare activity reports and performance indicators. * Coordinate schedules, meetings, and management documentation. * Participate in internal process improvement projects. * Propose actions to increase administrative and operational efficiency. **4\. Key Tasks** **Daily** * Email management. * Telephone support to customers and distributors. * Order entry and follow-up. * CRM and ERP updates. * Resolution of administrative incidents. **Weekly** * Follow-up on pending orders. * Preparation of sales and operations reports. * Review of commercial documentation. * Coordination with logistics and suppliers. **Monthly** * Billing support. * Database updates. * Preparation of management reports. * Monitoring of departmental KPIs. **5\. Authority and Decision-Making** May decide on: * Prioritization of administrative tasks. * Follow-up and resolution of routine operational incidents. * Internal inter-departmental coordination to ensure customer service. Must escalate to supervisor: * Exceptional commercial discounts. * Significant conflicts with customers or suppliers. * Incidents significantly affecting sales or profitability. **6\. Position Requirements** **Education** * Higher Vocational Training Degree in Administration and Finance, International Trade, Commercial Management, or equivalent. * University degree in Business Administration or related fields is desirable. **Experience** * Minimum 2 years in commercial administration, back-office, or customer service roles. * Experience in the healthcare, assisted mobility, or B2B distribution sectors is desirable. **Knowledge** * Microsoft 365 (especially Excel, Outlook, and Teams). * CRM and ERP systems. * Document and administrative management. * Professional written English (desirable). **7\. Competencies** **Technical** * Administrative organization. * Document management. * Customer service. * Order tracking. * Report writing. **Personal** * Customer orientation. * Organizational and planning skills. * Attention to detail. * Proactivity. * Problem-solving ability. * Teamwork. * Effective communication. **8\. Performance Indicators (KPIs)** * Percentage of orders processed without incidents. * Average response time to customers. * Customer and distributor satisfaction level. * Number of incidents resolved within agreed timelines. * Accuracy of administrative documentation. * On-time order processing compliance. * Quality and timeliness of reports. **9\. Position Conditions** * Working hours: Full-time. * Work mode: On-site or hybrid, according to company policy. * Availability to support customers and distributors during business hours. * Regular use of IT tools and enterprise management platforms. **Ideal Profile for Reasense Iberia** A highly organized, service-oriented individual capable of becoming the central coordination point among customers, distributors, logistics, and management—contributing to an excellent customer experience and enabling the sales team to focus on generating business. Benefits: * Intensive summer working schedule * Opportunity for permanent contract Experience: * Similar position: 2 years (Desirable) Language: * English (Desirable) Work Location: On-site employment