Sales Back Office & Administration Assistant (United States)

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.

Key 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
• 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:
• Bachelor’s Degree in Business Administration, Finance, or a related field
• 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.

To apply for this position, please send your CV and cover letter to [email protected].