Benelux Sales Administrator

Building an AI-first organisation is central to Clinisys’ purpose and the impact we deliver. As a global provider of intelligent diagnostic informatics solutions, we build AI-enabled, cloud-based platforms to enhance diagnostic workflows across healthcare, life sciences and public health. By applying intelligent technology thoughtfully and responsibly, we help laboratories and testing environments operate more effectively, generate meaningful insights at scale and ultimately support healthier and safer communities. Operating across more than 30 countries, Clinisys expects all colleagues, regardless of role or function, to work confidently with AI-enabled tools, apply digital and analytical thinking and continuously adapt as technologies evolve. All colleagues must help drive an AI-first sense of purpose and urgency.

Role Description

As Benelux Sales Administrator, you will provide accurate, timely and well-organised administrative support to the Benelux Sales team. You will coordinate the administrative journey from initial customer enquiry through quotation, order processing, licensing, renewal, contracting and internal handover.

You will maintain reliable customer, project, pricing and order information in the relevant systems and ensure that documents, approvals and follow-up actions are complete and easy to retrieve. Acting as an important coordination point, you will work closely with Sales, Services, Finance, Legal and Product teams, as well as customers and external suppliers.

This is a sales administration and coordination role rather than a direct sales position. Success will depend on excellent organisation, attention to detail, professional customer communication and the ability to keep multiple administrative processes moving to agreed timescales. You will also use approved AI-enabled tools responsibly to improve document quality, information retrieval, data accuracy and administrative efficiency.

Responsibilities

• Receive, register and acknowledge customer enquiries and administrative requests across the Netherlands, Belgium and Luxembourg, directing each request to the appropriate owner and monitoring follow-up.

• Maintain professional, service-focused contact with customers by email, telephone and online meetings, providing clear updates on enquiries, quotations, orders, licences, renewals and administrative progress.

• Coordinate input from Sales, Services, Product, Finance and Legal and prepare quotations using approved estimates, price lists, scope, licence information, payment terms and contractual conditions.

• Manage quotation reviews, approvals, version control, issue, filing and administrative follow-up.

• Create and maintain accurate customer and project records in the ERP and related systems, enter required information, attach licences and supporting documents and update project status when the defined conditions are met.

• Register accepted customer orders, confirm alignment with the approved quotation and purchase order, attach the required documentation, maintain the internal order register and coordinate the handover to the responsible project or team lead.

• Place and follow up licence and supplier orders with Progress, Oracle and other suppliers, verifying products, quantities, customer details, dates and commercial terms.

• Coordinate licence, maintenance and subscription renewals and distribute licences and related documents to the appropriate internal contacts.

• Support tender and contract administration through document collection, template management, completeness checks, version control, signature coordination, deadline tracking and accurate filing.

• Maintain approved price lists, effective dates and version control, distribute current versions and archive superseded documents.

• Manage calendars and meetings, prepare agendas and supporting documents, record actions or minutes where required and monitor agreed follow-up activities.

• Provide administrative support for customer training, routine correspondence, translations, mailings and the maintenance of customer, reference and shared-file records.

• Use Microsoft 365 and approved AI tools to support drafting, summarisation, translation, meeting preparation, information retrieval, data-quality checks, reporting and appropriate routine automation.

• Review AI-generated output before use and remain accountable for its accuracy, tone, business context, confidentiality, privacy, security and compliance with responsible-AI requirements.

• Identify missing information, duplicated effort and administrative bottlenecks and propose practical improvements using digital and AI-enabled ways of working.

Knowledge, Skills & Abilities

• Excellent administrative, organisational and time-management skills, with the ability to manage multiple documents, deadlines, requests and follow-up actions.

• Consistently accurate and detail-oriented, with strong document-control, record-keeping, data-entry and quality-checking skills.

• Clear and professional written and verbal communication, with a helpful and service-oriented approach to customers and colleagues.

• Fluent English and professional proficiency in Dutch and French for the Benelux market; German would be an advantage.

• Strong proficiency in Microsoft 365, particularly Outlook, Word, Excel, PowerPoint and Teams, together with the ability to learn CRM, ERP, quotation, order-management and collaboration platforms.

• Ability to maintain complete and accurate records, recognise inconsistencies and prepare dependable status updates and routine reports.

• Practical AI literacy, including the ability to select appropriate use cases, give effective instructions, critically review outputs and comply with requirements relating to privacy, security, confidentiality, intellectual property and responsible AI.

• Collaborative, discreet and dependable, with the confidence to coordinate across several departments and with external suppliers in an international environment.

• Proactive in following up administrative actions and able to work independently within defined procedures, responsibilities and escalation routes.

Required Experience & Education

• Relevant education in business administration, office management, commercial administration or a comparable field, or equivalent practical experience.

• Experience in sales administration, commercial administration, customer administration, order processing, office coordination or a comparable B2B support role.

• Practical experience of working with quotations, customer orders, price lists, licences or subscriptions, renewals, contracts, document control and internal approval workflows.

Preferred Experience & Education

• Experience using NetSuite or a comparable ERP or CRM platform.

• Experience supporting an international, technology-focused, healthcare or regulated organisation.

• Experience using approved AI-enabled productivity tools, workflow automation, reporting or data-quality tools.

• Experience coordinating with software or technology suppliers such as Progress or Oracle.

Location & Working Arrangements

Ghent, Belgium. This is a full-time, permanent role with an office-based / hybrid working arrangement.

Occasional travel or additional office attendance may be required during onboarding and in line with business needs.

Onboarding

All new employees are required to attend the designated Clinisys office on their first day of employment. This enables identity verification, completion of required documentation, issue of IT equipment, introductions to key colleagues and orientation to Clinisys policies, systems, working practices and the AI tools provided for the role. The onboarding programme includes required training on the effective and responsible use of these tools. The role holder is expected to participate actively in this training and apply the tools in daily work.

General Guidance

This job description is intended to provide an accurate representation of the responsibilities and accountabilities most commonly associated with this role. Nothing in this description restricts Clinisys from changing, reassigning, expanding or reducing the scope of responsibilities, and the description may be updated at any time.

Equal Opportunity Statement

Clinisys is committed to fostering an inclusive and respectful workplace. We welcome applications from all qualified individuals and assess candidates fairly on the basis of their skills, experience and suitability for the role. We encourage applicants from all backgrounds to apply and help us advance our mission to improve diagnostic workflows and public health outcomes across communities.