Senior Sales Administration Specialist

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Senior Sales Administration Specialist

On-site

Sales Administration & Finance

Gyroscoopweg 122, 1042 AZ Amsterdam, Netherlands

Job Details

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Role Summary

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

1. Sales Administration & Order-to-Cash Management

• 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.

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