Sales Back Office & Administration Assistant (United States)
LOCATION United States (Remote) GENERAL PROFILE We are seeking a highly organized Sales Back Office & Administrative Assistant to join our US Operations team. This role is primarily focused on managing the end-to-end sales administrative process and coordinating the logistical success of our industry events. You will act as a key operational link between our US customers, the sales team, and our Italian HQ, ensuring that quotes, orders, and trade show preparations are handled with precision and professional excellence. Responsibilities:
- Manage the entire sales administrative process, including preparing quotes, sales contracts, and processing purchase orders
- Organize logistics for trade shows, workshops, and business travel, including travel bookings, shipping coordination, and requesting Certificates of Insurance (COIs)
- Compile and coordinate details, personnel, and attendees for events and training sessions in a shared back office system.
- Communicate with potential and existing customers regarding billing, administrative documentation, and bureaucratic procedures (especially for public sector clients)
- Prepare and execute purchase orders (POs) and coordinate with Italian HQ to resolve any discrepancies in invoices or licenses
- Monitor accounts receivable, track late payments, and follow up with customers to ensure timely collections
- Support the Bookkeeper as needed by registering invoices, reconciling bank
- Handle general office administration, including phone reception, email correspondence, and maintaining organized digital filing systems.
Requirements:
- Must be authorized to work in the United States
- Advanced professional English proficiency (written and verbal)
- Strong experience in sales back office, commercial administration, or a similar support role
- Proficiency in QuickBooks or similar accounting/ERP software
- Excellent organizational and time-management skills
- Precise, detail-oriented attitude with high accuracy in data entry
- Ability to work effectively in a remote environment and communicate with international teams
- Motivated, proactive, and discreet when handling sensitive financial data.
Preferential Requisites:
- Experience working for a US subsidiary of an international company (preferably with European/Italian HQ)
- Close proximity to Dallas/Fort Worth, TX
- Knowledge of multi-state Sales Tax liability and filing requirements
- Experience with event management or trade show logistics
- Experience with CRM software and cloud-based document management
- Familiarity with government procurement processes or public sector administration
- Bachelor’s Degree in Business Administration, Finance, or a related field.
To apply for this position, please send your CV and cover letter to [email protected].