Sales & Office Administrator

Opis stanowiska

• Sales Support. Support the sales team in their daily work by preparing and updating customer quotations, assisting with customer communication, checking product and pricing information, following up on open requests, and making sure that all sales-related documentation is accurate and up to date.
• CRM Administration. Maintain customer, contact, lead, opportunity, quotation, and project information in the CRM system, ensuring that all data is properly entered, regularly updated, and structured in a way that supports clear follow-up, reporting, and internal communication.
• Order Processing. Process customer orders from receipt to completion by checking order details, coordinating with the sales team, suppliers, and internal departments, preparing the required documents, and ensuring that every order is handled accurately and on time.
• Logistics Coordination. Coordinate shipments with logistics partners, suppliers, customers, and internal teams by preparing and checking shipping documents, following delivery timelines, tracking shipment status, and keeping all relevant parties informed throughout the process.
• RMA and Returns Support. Support the RMA process for faulty, returned, or service-related products by collecting the required product information, serial numbers, warranty details, and documentation, coordinating communication with customers, suppliers, and manufacturers, and tracking each case until it is resolved.
• Accounting and Finance Support. Work closely with accountants and the finance team by collecting, organizing, and forwarding invoices, expense documents, payment confirmations, and other financial paperwork required for smooth accounting and internal administration.
• Office Administration. Support the daily operations of the Warsaw office by coordinating office supplies, documents, meetings, service providers, office communication, and general administrative tasks to ensure that the office runs smoothly and professionally.
• International Coordination. Cooperate with other Mindstec offices around the world by supporting cross-office communication, exchanging information, coordinating documentation, and helping to keep internal processes aligned across different regions and time zones.

Wymagania

• Excellent knowledge of English, both spoken and written (not lower than the C1 level)
• Polish language at native level
• Previous experience in administration, sales support
• Good organizational skills and attention to detail
• Good communication skills and a proactive approach
• Ability to work independently and in an international team
• Confident in using MS Office,CRM systems, and business software tools
• Structured and responsible work style
• Willingness to learn and develop in an international company

Welcome:

• Additional languages
• Experience in distribution, AV, IT, electronics, technology, or B2B sales support

Oferujemy

• International work environment with colleagues and partners around the world
• A stable company with over 7 years of history
• Opportunity to develop within a global distribution group
• Direct collaboration with sales, management, finance, suppliers, manufacturers, and international teams
• Professional team environment
• Office space in Warsaw