Sales Administration Specialist
15 hours ago
Alcobendas
Newland NPT is a global leader in digital payment solutions, providing innovative and secure POS systems and smart devices used in over 120 countries worldwide. Our mission is to support businesses with cutting-edge payment technologies and services that make digital transactions simple and reliable. To know more about us visit: https://www.newlandnpt.com/about.html We are looking for a proactive and detail-oriented Sales Administration Specialist to support the French and Belgian markets. Based in Madrid, this role will play a key part in ensuring smooth order processing, customer communication, invoicing management, and overdue receivables follow-up. You will act as the main point of contact between Newland and customers throughout the entire order lifecycle — from customer account creation to product delivery and after-sales administrative support. This position is essential to strengthen our operational processes, improve delivery performance, and support healthy cash flow management. What you’ll do: • Monitor production planning and communicate delivery timelines internally and externally., • Create and manage customer and supplier accounts., • Collect and provide all documentation required for customer account setup., • Enter and manage customer orders within internal systems., • Prepare and send proforma invoices., • Maintain and monitor dashboards related to delivery dates and SLA performance., • Inform customers about delivery schedules and shipment status., • Send packing lists and DHL tracking information., • Issue and send invoices to customers., • Monitor outstanding receivables and support escalation processes for overdue payments., • Manage discounts, credit notes, and customer administrative requests., • Track stock levels at Spain warehouse., • Monitor RMA returns and repair processes through the Newland portal., • Coordinate with internal teams to ensure process compliance and operational efficiency., • Handle customer claims, disputes, and litigation cases., • Participate in weekly operational reviews to ensure all collaborators follow established processes. Requirements: Education & Experience: • Previous experience in sales administration, order management, customer service, or a similar administrative role., • Experience working in an international environment is a plus., • Knowledge of invoicing and receivables management processes., • Experience with ERP and CRM systems is advantageous. Skills & Competencies: • Fluent in French, English & Spanish., • Excellent interpersonal and communication skills., • Strong organizational skills with exceptional attention to detail., • Ability to manage multiple priorities in a fast-paced environment., • Problem-solving mindset and customer-oriented attitude., • Strong coordination and follow-up capabilities. Knowledge Areas: • Accounting and financial administration., • Customer relationship management (CRM / e-CRM)., • Supply chain and procurement processes., • Commercial law and customs regulations., • Statistical analysis and reporting., • Stock management and logistics coordination. Why Join Us: • Work with a global and innovative company shaping the future of digital payments., • Join an international and collaborative environment., • Opportunity to contribute directly to operational excellence and customer satisfaction., • Career growth and professional development opportunities within a fast-growing technology company.