Job Title: Back Office Admin
We are a multinational company headquartered in Portugal, Europe. We operate internationally in various areas including auditing, inspection, verification, testing and technical analysis of inputs and products.
Our team is highly qualified and works in different industrial areas. As a Back Office Admin, you will play a crucial role in supporting our team and ensuring efficient operations within the sales and admin departments.
Key Responsibilities:
* Provide administrative support to the team, including preparing reports, managing schedules, and processing orders;
* Maintain and update customer and sales records within the CRM system;
* Coordinate communication between the sales team and other departments to ensure smooth workflow;
* Assist with invoicing, data entry, and document management tasks;
* Monitor sales metrics and prepare performance reports for management review;
* Deliver excellent customer service by handling inquiries and resolving issues efficiently;
* Contribute to the overall improvement of sales operations by identifying and suggesting process enhancements;
* Handle commercial offers for customers, process them directly and/or provide support in their preparation;
* Schedule appointments and arrange customer meetings for sales agents;
* Assist with marketing campaigns and lead contacts;
* Assist with travel arrangements including flights, accommodation, travel insurance, visa applications, etc.;
* Assist with the day-to-day running of the office, purchasing of stationery, cleaning materials, postage, and deliveries of items, etc.;
* Sources suppliers and purchase equipment, uniforms, and other various items deemed necessary;
* Assist direct supervisor and other departments within the company on their daily tasks when required;
Performance Management:
* Attention to Detail;
* Diary Management;
* Time Management;
Reporting Structure:
This position shall report directly to the Head of Sales and the Executive Manager.
Requirements:
* Fluent in English and Portuguese;
* Experience in administrative services or related fields to support the sales department;
* Additional education, certifications, or experience is advantageous;
* Familiarity with office technology and equipment, including computers, scanners, printers, phone systems, etc.;
* Exceptional verbal and written communication skills;
* Proactive, organized approach to multitasking;