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.

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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.