Sales & Service Assistant

This position will be based in Porto, Portugal, or Madrid, Spain.

Order Processing and Management

• Validation, processing and invoicing of sales orders using Conga,Oracle ERP and SAP
• Payments follow-up in collaboration with Head Quarter and local Accounting incl coordination of bank guarantees
• First point of contact for customers for information, order confirmations, lead times, payments and claims handling
• Shipping and Delivery coordination for Equipment and Software delivery
• Validation and transmission of the shipping documents to the customer based on Incoterms agreed

Order Booking Service Contracts

• Set up, process, and invoice new and renewal service/cloud contracts
• Proactively follow up on renewals
• Manage contract changes
• Validate customer invoices and issue additional billing
• Support contract database updates during Sunset Process and collaborate with HQ on monthly/quarterly contract movement reporting

License and Installed Base Management

• Manage activation, delivery, and renewal of licenses (dongle-based, non-cloud, service, educational, and school licenses)
• Handle license operations: extensions, rehosts, loan licenses, software upgrades, and customer instance transfers
• Follow up on expiring licenses, payments, and ensure timely delivery of new keys (via Inet/FNO)
• Maintain and update installed base data and support educational IB renewals
• Monitor and respond to the XX.ManagementLicenses mailboxes and manage Call Center workflow notifications

Requirements

• Excellent verbal and written communication skills in Portugese (native level) and English (business fluent); Italian will be beneficial
• Very good organizational skills and attention to detail
• Ability to communicate on a management level both internally and externally
• Very customer oriented with proven track record to deal with several stakeholders
• (customers, shipment department, customs, sales and finance)
• Able to perform and set priorities under time pressure
• Ability to assess potential risks upfront
• Proactive and accountable
• Analytical and efficient thinking
• Proficient in Microsoft Office, advanced Excel.
• Proficient in Oracle and SAP, Experience in Salesforce and Conga is a plus.