Senior Sales Administration Specialist

InBody; Amsterdam; On-site; EUR 60,000 - 75,000; Full time

Job summary

InBody Europe B.V. in Amsterdam is seeking a senior Sales Administration Specialist to own the end-to-end order-to-cash process and VAT/intercompany activities. You will coordinate across Sales, Logistics, and Finance to ensure accurate, on-time processing and robust documentation.

You will maintain records in Exact Online, support ERP improvements, and work with international teams to strengthen controls, accuracy, and efficiency. Strong Excel and independent work style are essential.

Qualifications

• Bachelor's degree in Business Admin, Finance, or related field.
• 3–5 years in sales administration, order management or finance ops.
• Strong order-to-cash knowledge incl. invoicing & payments.
• Proficiency in Excel incl. PivotTables, XLOOKUP, SUMIFS.
• Experience with ERP or accounting systems (Exact Online/Odoo preferred).
• Excellent English communication and cross-functional collaboration.

Responsibilities

• Manage end-to-end order-to-cash from order to payment.
• Review orders, pricing, terms, and documents for accuracy.
• Coordinate with Sales, Logistics and Finance for timely processing.
• Prepare invoices, credit notes, and records in ERP.
• Monitor outstanding orders and customer payments.
• Resolve discrepancies, cancellations, returns with relevant teams.
• Maintain customer records and sales contracts.
• Communicate order matters with customers and overseas entities.

Skills

Order-to-Cash

Excel

English proficiency

Cross-functional coordination

Attention to detail

Independence

Problem solving

Time management

Analytical skills

Stakeholder management

Education

Bachelor's degree in Business Administration/Finance

Tools

Exact Online

Odoo

Power BI

Python

Job description

InBody Europe B.V. is seeking an experienced, detail-oriented, and proactive Senior Sales Administration Specialist to join our European headquarters in Amsterdam.

This position focuses on managing the end-to-end sales administration and order-to-cash process, ensuring accurate order processing, timely invoicing, payment monitoring, and smooth coordination between Sales, Logistics, and Finance.

The successful candidate will also support VAT-related documentation, intercompany transactions, audit preparation, and ERP process improvements. We are looking for a hands-on professional who can work independently, take ownership of daily operations, and contribute to improving operational efficiency and internal controls.

Key Responsibilities

• Process and monitor customer orders throughout the order-to-cash cycle, from order confirmation to delivery, invoicing, and payment.
• Review customer orders, pricing, payment terms, and supporting documentation to ensure accuracy and compliance with company policies.
• Coordinate with Sales and Logistics teams to ensure timely order processing and delivery.
• Prepare and maintain sales orders, invoices, credit notes, and related transaction records in ERP systems.
• Monitor outstanding orders, delivery status, and customer payments.
• Resolve order discrepancies, invoice issues, cancellations, and returns in coordination with relevant departments.
• Maintain accurate customer records, sales contracts, and supporting documentation.
• Communicate effectively with customers, internal departments, and overseas entities regarding order-related matters.

2. VAT Compliance & Intercompany Transactions

• Prepare and review VAT-related transaction records and supporting documentation.
• Support Dutch VAT returns, EU VAT reporting, and Intrastat declarations.
• Assist with intercompany invoicing and transaction reconciliations.
• Support the accuracy of VAT treatment for domestic and cross-border sales transactions.
• Ensure sales transactions are properly documented in accordance with applicable tax requirements and internal policies.

3. Audit Support & Internal Controls

• Prepare supporting documentation for interim and year-end audits.
• Assist external auditors with sales transaction samples, invoices, customer contracts, and related records.
• Ensure completeness and accuracy of supporting documentation for sales transactions.
• Monitor compliance with established approval procedures and internal controls.
• Identify operational risks and recommend improvements to strengthen transaction accuracy and compliance.

4. ERP Systems & Process Improvement

• Maintain accurate sales transaction data in Exact Online and related ERP systems.
• Identify opportunities to improve efficiency across Sales Administration, Logistics, and Finance.
• Support ERP system integration and workflow automation initiatives.
• Review data consistency between sales orders, delivery records, invoices, and payment records.
• Help develop standardized procedures to reduce manual work, prevent errors, and improve reporting accuracy.
• Collaborate with internal departments and overseas entities on operational improvements.

Required Qualifications

• Bachelor's degree (HBO/WO) in Business Administration, Finance, Accounting, Economics, or a related field.
• Minimum 3-5 years of relevant experience in sales administration, order management, finance operations, or a related function.
• Strong understanding of the order-to-cash process, including sales order processing, invoicing, and payment monitoring.
• Experience managing customer orders, sales documentation, and account-related inquiries.
• Proficiency in Microsoft Excel, including PivotTables, XLOOKUP, SUMIFS, and data reconciliation.
• Experience working with ERP or accounting systems.
• Strong analytical, organizational, and problem-solving skills.
• Excellent attention to detail and commitment to accuracy.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Strong communication skills and ability to work across departments and international teams.
• Professional working proficiency in English, both written and spoken.

Preferred Qualifications

• Experience with Exact Online or Odoo.
• Familiarity with Dutch VAT and EU cross-border transactions.
• Experience supporting audits and internal control procedures.
• Understanding of intercompany transactions.
• Experience in an international trading or distribution environment.
• Advanced Excel skills or experience with Power Query, Power BI, Python, or workflow automation.
• Dutch or Korean language skills are an advantage.

Personal Attributes

• Ownership: Takes responsibility for assigned tasks and works with minimal supervision.
• Accuracy: Demonstrates strong attention to detail in sales records and operational processes.
• Communication: Works effectively with colleagues, customers, and international stakeholders.
• Problem-Solving: Proactively identifies discrepancies and recommends practical solutions.
• Adaptability: Comfortable managing multiple responsibilities in an international business environment.
• Continuous Improvement: Willing to learn new systems and contribute to process improvement initiatives.