Sales Assistant & Back Office Coordinator

Sales Assistant & Back Office Coordinator INEXTO is a global leader in Authentication, Secure Serialization, Track & Trace, and Production Volume Verification solutions. Our technologies protect more than 100 billion products every year, helping industries worldwide meet regulatory requirements, fight illicit trade, and safeguard their brands. With a team of over 250 people across Switzerland, France, Poland, Spain, Colombia, and India, we combine deep technical expertise with a strong sense of purpose and innovation. We are looking for a proactive and organized Sales Assistant & Back Office Coordinator to support our commercial activities and help drive operational excellence across the business. Please note that this position is based in Inexto Poland. We require a hybrid working model, with regular presence at our Krakow office. About the Role: The Sales Assistant & Back Office Coordinator is the operational link between commercial growth and reliable execution. The role supports Sales and Key Account Managers throughout the customer lifecycle, from lead and opportunity follow-up to quotation, order processing, contract administration, invoicing coordination, reporting, and customer support. The successful candidate combines commercial initiative, strong organization, and rigorous data management to provide a responsive and professional customer experience. Key Responsibilities Sales Support & Commercial Coordination Coordinate daily sales operations and commercial activities, ensuring effective follow-up on customer opportunities, requests, renewals, and internal action items Work closely with Sales and Key Account Managers to support account development, customer engagement, and meeting preparation Act as a key point of contact for customers and internal stakeholders, ensuring professional communication and timely follow-up Prepare and coordinate quotations, proposals, presentations, contracts, RFP responses, and other sales documentation, ensuring completeness, accuracy, and compliance with internal processes and approval requirements Identify cross-selling and upselling opportunities, qualify inbound leads, and support targeted outreach activities, ensuring opportunities are directed to the appropriate account owner Collaborate with Finance, Delivery, and Project Management teams to track order and project status, monitor invoicing and payment follow-up, resolve billing discrepancies, and address operational bottlenecks Back Office Administration, CRM & Order Management Manage customer administration, order processing, and commercial activities using CRM, ERP, and project management tools (e.g., HubSpot, Zoho, Salesforce), ensuring accurate execution from purchase order receipt through invoicing readiness Maintain accurate customer, pricing, contract, purchase order, opportunity, and pipeline data, ensuring complete commercial records and supporting quotation, proposal, and offer preparation Monitor commercial commitments, renewals, and administrative follow-up actions Escalate commercial, contractual, delivery, or billing risks to the appropriate stakeholders when required Provide professional, timely, and accurate communication to customers and internal stakeholders Qualifications At least 3 years of experience in sales support, sales operations, commercial coordination, inside sales, customer service, order administration, or a sales back-office role. Degree in Business Administration, Economics, Management, International Business, Marketing, Finance, or a related field Experience supporting international B2B sales teams and managing multiple customers/commercial priorities Experience preparing commercial offers, quotations, contracts, and sales-related documentation Hands-on experience with CRM platforms such as HubSpot, Zoho, Salesforce, or similar tools Proficiency in Microsoft Office, particularly Excel Fluent English, both written and spoken; French or German is an advantage Experience in regulated industries such as tobacco, food, chemicals, pharmaceuticals, or product traceability solutions would be a strong asset Your Profile Strong communication and organizational skills Logical and analytical mindset with a strong affinity for working with numbers and data. Commercial mindset with a customer-oriented approach Team player with a collaborative approach and the ability to manage multiple priorities and deadlines simultaneously Proactive, detail-oriented, and able to work independently in a fast-paced international environment Willingness to travel occasionally Department Regulated Markets Locations INEXTO Poland Remote status Hybrid About INEXTO INEXTO is a leading provider of software and services for Authentication, Secure Serialization, Track & Trace and Production Volume Verification. Its technology is already securing over 100 billion products annually in more than 1’700 manufacturing lines in 100 countries. We provide solutions to help public and private organizations in: Regulatory compliance & tax verification Brand protection (anti-counterfeiting, anti-diversion) Production & supply chain optimization Customer engagement & circular economy Founded in 2016 Co-workers 200 Applicant tracking system by Teamtailor