ADMINISTRATIVE
Job Information
About the Position
Introduction
Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.
Overview
Job Summary
Provide administrative and operational support to the Sales, Technical Service and Customer Service teams, ensuring the accurate and timely execution of commercial processes. Maintain high-quality data and transaction traceability in SAP and CRM, support the Commercial Team’s effective use of internal systems and procedures, and coordinate efficiently with internal departments and external stakeholders.
Responsibilities
Key Accountabilities
Ensures compliance with Werfen Code of Ethics.
Provides administrative and operational support to the Area Manager and Commercial Team, facilitating the efficient execution of commercial activities and internal processes.
Coordinates with Customer Service, Technical Service, Finance, QARA, Logistics and other internal stakeholders to support customer-related activities and accelerate business processes.
Supports commercial operations through the preparation of documentation, data analysis, reporting and the management of commercial processes and approvals.
Acts as a key point of contact for SAP and CRM-related processes, ensuring accurate data management and supporting the effective use of business systems.
Delivers training and ongoing guidance to the Commercial Team on internal procedures, SAP and operational best practices, promoting autonomy, compliance and efficiency.
Provides support and advice to the Commercial Team regarding commercial procedures, exceptional situations and process compliance.
Coordinates local purchasing activities and local service providers, ensuring the timely processing of quotations, purchase orders and related documentation.
Supports the CQE supply process, coordinating commercial and administrative activities with suppliers, customers and internal stakeholders.
Supports local logistics activities, acting as the liaison with logistics and transport providers and assisting with inventory and audits.
Provide support for asset management processes and documentation, including instrument and spare parts scrap management, procurement and logistics for instrument refurbishment units, and logistics coordination for instrument substitutions and replacement units.
Contributes to continuous improvement initiatives by identifying opportunities to enhance operational efficiency, process quality and customer service.
Ensures familiarity with Werfen Quality System, follows all relevant procedures and policies and support QA audit processes.
Coordinates logistics operations related to equipment, including deliveries, replacements, returns, inventory management, shipment tracking, transport provider coordination.
Supports service-related administrative and purchasing activities, including supplier management, purchase requests commercial quotations, order coordination (only for equipment), forecasting, audits and operational planning.
Networking/Key relationships
Commercial
Business Unit
Technical Service
Customer Service
Logistics
Contracting
Finance
QARA
Qualifications
Minimum Knowledge & Experience required for the position:
Planning and organisation: Prioritises multiple activities, meets deadlines and maintains accurate follow-up.
Problem solving and decisiveness: Analyses issues, identifies the appropriate stakeholders and acts promptly within the role’s authority.
Accuracy and reliability: Produces consistent, high-quality work, follows procedures and takes ownership of commitments.
Proactivity and continuous improvement: Anticipates needs, identifies process improvements and proposes practical solutions.
Service orientation: Understands internal and external customer needs and provides responsive, value-adding support.
Collaboration and communication: Works effectively across functions, considers different perspectives and communicates clearly.
Learning agility: Builds knowledge of systems, products and procedures and applies learning in day-to-day work.
Skills & Capabilities:
MS Office basics (Word, Excel, Powerpoint)
Strong SAP knowledge
Understanding of basic sales and logistic concepts
Portuguese, English and Spanish
Travel requirements:
Occasional travel within Portugal for meetings.
If you are interested in constantly learning and being challenged on a daily basis, we encourage you to submit your resume or CV.
Werfen appreciates and values diversity. We are an Equal Opportunity/Affirmative Action Employer M/F/D/V.
www.werfen.com
