Back Office Specialist - Product Development

NPD Specialist

At Vilgain, we develop new products fast - from the first idea, through samples, suppliers and documentation, all the way to launch. But for our product development team to spend more time on actual product creation, we need someone who will take ownership of the operational side of the NPD process and bring structure to it.

We are looking for an NPD Specialist who will support the whole product development team with day-to-day operational tasks — from supplier communication and sample coordination to documentation, product data, meetings, follow-ups and administration.

This is not a role where you inherit a ready-made process and simply follow it. The process is not fully built yet. You will help create it, set it up and own it end to end.

• Proactively support all NPD team members with operational tasks across product development projects.
• Track open tasks, deadlines, follow-ups and anything that could otherwise get stuck between teams or suppliers.
• Order, track and coordinate samples from suppliers.
• Handle routine supplier communication — documents, specifications, quotes, status updates, missing information and sample logistics.
• Prepare and coordinate shipments, samples and other materials related to product development.
• Keep product documentation and data complete, up to date and easy to find in internal systems.
• Work with specifications, ingredients, nutritional data, certificates and other product development materials.
• Organise meetings, tastings and internal follow-ups, capture action points and make sure they are completed.
• Process invoices, purchase requests and other administration connected to development projects.
• Build your own way of working — from sample tracking and documentation structure to regular follow-up routines.
• Continuously improve how NPD operations work, so the team does not lose time searching for information, chasing updates or handling manual admin.

• You are proactive and do not wait for someone to tell you every next step.
• You can create structure in an environment where no fixed process exists yet.
• You have concrete examples of improving a process, bringing order into chaos or building a system that made other people's work easier.
• You are independent from day one — you need direction, not constant supervision.
• You are highly organised and able to manage many smaller tasks across multiple projects without dropping details.
• Detail matters to you. You understand that a missing document, incorrect specification or forgotten follow-up can delay an entire launch.
• You are confident with spreadsheets, shared tools and quick to learn new systems.
• You are comfortable working with ERP, PIM, project tools or internal databases.
• You speak Czech and have functional English for supplier communication and working with documentation.
• Nice-to-have: back-office/coordination experience in e-commerce, food, FMCG, or manufacturing; interest in the Vilgain product world.

• Join our dynamic, fast‑paced team where ideas come to life and boredom doesn't stand a chance - just like our 100%+ yearly growth.
• Flexible hours, and remote work options, get monthly shopping credits.
• Stay connected through team events, breakfasts, and group workouts.