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