Sales Assistant & Back Office Coordinator

INEXTO; Kraków; Hybrid; PLN 90,000 - 130,000; Full time

Job summary

INEXTO is seeking a proactive Sales Operations Coordinator in Kraków to link commercial growth with reliable execution. You'll support Sales and Key Account Managers from lead follow-up to quotation, order processing, contracting, invoicing coordination and reporting.

The role requires organized, data-driven professionals who can collaborate with Finance, Delivery and Project Management, ensure accurate records, and provide professional communication for international clients.

Qualifications

• 3+ years of experience in sales support, sales operations, or related back-office roles.
• Experience supporting international B2B sales teams and managing multiple priorities.
• Experience preparing commercial offers, quotations, and sales documents.
• Fluent English; French or German is an advantage.

Responsibilities

• Coordinate daily sales operations and commercial activities, ensuring effective follow-up on opportunities, renewals, and internal actions.
• Support account development, customer engagement, and meeting preparation with Sales and Key Account Managers.
• Act as a point of contact for customers and internal stakeholders with professional communication.
• Prepare and coordinate quotations, proposals, contracts, RFP responses, and other sales documents with accuracy and compliance.
• Identify cross-selling opportunities and route opportunities to the appropriate account owner.
• Collaborate with Finance, Delivery and PM to track order status, invoicing, and resolve billing issues.

Skills

Strong communication

Organizational skills

Data analysis

Education

Bachelor's degree in Business Administration, Economics, Management, International Business, Marketing, Finance, or related field

Tools

HubSpot

Zoho

Salesforce

Excel

MS Office

Job description

INEXTO is a global leader in Authentication, Secure Serialization, Track & Trace, and Production Volume Verification solutions. Our technologies protect more than 100 billion products every year, helping industries worldwide meet regulatory requirements, fight illicit trade, and safeguard their brands.

With a team of over 250 people across Switzerland, France, Poland, Spain, Colombia, and India, we combine deep technical expertise with a strong sense of purpose and innovation.

We are looking for a proactive and organized Sales Operations Coordinator to support our commercial activities and help drive operational excellence across the business.

Please note that this position is based in Inexto Poland. We require a hybrid working model, with regular presence at our Krakow office.

About the Role:

The Sales Operations Coordinator is the operational link between commercial growth and reliable execution. The role supports Sales and Key Account Managers throughout the customer lifecycle, from lead and opportunity follow-up to quotation, order processing, contract administration, invoicing coordination, reporting, and customer support. The successful candidate combines commercial initiative, strong organization, and rigorous data management to provide a responsive and professional customer experience.

Key Responsibilities

Sales Support & Commercial Coordination

• Coordinate daily sales operations and commercial activities, ensuring effective follow-up on customer opportunities, requests, renewals, and internal action items

• Work closely with Sales and Key Account Managers to support account development, customer engagement, and meeting preparation

• Act as a key point of contact for customers and internal stakeholders, ensuring professional communication and timely follow-up

• Prepare and coordinate quotations, proposals, presentations, contracts, RFP responses, and other sales documentation, ensuring completeness, accuracy, and compliance with internal processes and approval requirements

• Identify cross-selling and upselling opportunities, qualify inbound leads, and support targeted outreach activities, ensuring opportunities are directed to the appropriate account owner

• Collaborate with Finance, Delivery, and Project Management teams to track order and project status, monitor invoicing and payment follow-up, resolve billing discrepancies, and address operational bottlenecks

Back Office Administration, CRM & Order Management

• Manage customer administration, order processing, and commercial activities using CRM, ERP, and project management tools (e.g., HubSpot, Zoho, Salesforce), ensuring accurate execution from purchase order receipt through invoicing readiness

• Maintain accurate customer, pricing, contract, purchase order, opportunity, and pipeline data, ensuring complete commercial records and supporting quotation, proposal, and offer preparation

• Monitor commercial commitments, renewals, and administrative follow-up actions

• Escalate commercial, contractual, delivery, or billing risks to the appropriate stakeholders when required

• Provide professional, timely, and accurate communication to customers and internal stakeholders

Qualifications

• At least 3 years of experience in sales support, sales operations, commercial coordination, inside sales, customer service, order administration, or a sales back-office role.

• Degree in Business Administration, Economics, Management, International Business, Marketing, Finance, or a related field

• Experience supporting international B2B sales teams and managing multiple customers/commercial priorities

• Experience preparing commercial offers, quotations, contracts, and sales-related documentation

• Hands-on experience with CRM platforms such as HubSpot, Zoho, Salesforce, or similar tools

• Proficiency in Microsoft Office, particularly Excel

• Fluent English, both written and spoken; French or German is an advantage

• Experience in regulated industries such as tobacco, food, chemicals, pharmaceuticals, or product traceability solutions would be a strong asset

Your Profile

• Strong communication and organizational skills

• Logical and analytical mindset with a strong affinity for working with numbers and data.

• Commercial mindset with a customer-oriented approach

• Team player with a collaborative approach and the ability to manage multiple priorities and deadlines simultaneously

• Proactive, detail-oriented, and able to work independently in a fast-paced international environment

• Willingness to travel occasionally