Sales Back Office & Administrative Assistant

Description

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.

• This is a remote position, with in-person meetings regularly with US Operations Director (a Watermark Member in the Dallas area)

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.

Requirement

Requirements:

• Must be authorized to work in the United States
• Located in the Dallas area or in Texas with the ability to meet monthly in Dallas
• 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)
• 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.