Sales Administration Specialist

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.