Benelux Sales Administrator

Building an AI-first organisation is central to Clinisys’ purpose and the impact we deliver. As a global provider of intelligent diagnostic informatics solutions, we build AI-enabled, cloud-based platforms to enhance diagnostic workflows across healthcare, life sciences and public health. By applying intelligent technology thoughtfully and responsibly, we help laboratories and testing environments operate more effectively, generate meaningful insights at scale and ultimately support healthier and safer communities. Operating across more than 30 countries, Clinisys expects all colleagues, regardless of role or function, to work confidently with AI-enabled tools, apply digital and analytical thinking and continuously adapt as technologies evolve. All colleagues must help drive an AI-first sense of purpose and urgency.

Role Description

As Benelux Sales Administrator, you will provide accurate, timely and well-organised administrative support to the Benelux Sales team. You will coordinate the administrative journey from initial customer enquiry through quotation, order processing, licensing, renewal, contracting and internal handover. You will maintain reliable customer, project, pricing and order information in the relevant systems and ensure that documents, approvals and follow-up actions are complete and easy to retrieve. Acting as an important coordination point, you will work closely with Sales, Services, Finance, Legal and Product teams, as well as customers and external suppliers. This is a sales administration and coordination role rather than a direct sales position. Success will depend on excellent organisation, attention to detail, professional customer communication and the ability to keep multiple administrative processes moving to agreed timescales. You will also use approved AI-enabled tools responsibly to improve document quality, information retrieval, data accuracy and administrative efficiency.

Responsibilities

• Receive, register and acknowledge customer enquiries and administrative requests across the Netherlands, Belgium and Luxembourg, directing each request to the appropriate owner and monitoring follow‑up.
• Maintain professional, service‑focused contact with customers by email, telephone and online meetings, providing clear updates on enquiries, quotations, orders, licences, renewals and administrative progress.
• Coordinate input from Sales, Services, Product, Finance and Legal and prepare quotations using approved estimates, price lists, scope, licence information, payment terms and contractual conditions.
• Manage quotation reviews, approvals, version control, issue, filing and administrative follow‑up.
• Create and maintain accurate customer and project records in the ERP and related systems, enter required information, attach licences and supporting documents and update project status when the defined conditions are met.
• Register accepted customer orders, confirm alignment with the approved quotation and purchase order, attach the required documentation, maintain the internal order register and coordinate the handover to the responsible project or team lead.
• Place and follow up licence and supplier orders with Progress, Oracle and other suppliers, verifying products, quantities, customer details, dates and commercial terms.
• Coordinate licence, maintenance and subscription renewals and distribute licences and related documents to the appropriate internal contacts.
• Support tender and contract administration through document collection, template management, completeness checks, version control, signature coordination, deadline tracking and accurate filing.
• Maintain approved price lists, effective dates and version control, distribute current versions and archive superseded documents.
• Manage calendars and meetings, prepare agendas and supporting documents, record actions or minutes where required and monitor agreed follow‑up activities.
• Provide administrative support for customer training, routine correspondence, translations, mailings and the maintenance of customer, reference and shared‑file records.
• Use Microsoft 365 and approved AI tools to support drafting, summarisation, translation, meeting preparation, information retrieval, data‑quality checks, reporting and appropriate routine automation.
• Review AI‑generated output before use and remain accountable for its accuracy, tone, business context, confidentiality, privacy, security and compliance with responsible‑AI requirements.
• Identify missing information, duplicated effort and administrative bottlenecks and propose practical improvements using digital and AI‑enabled ways of working.

Knowledge, Skills & Abilities

• Excellent administrative, organisational and time‑management skills, with the ability to manage multiple documents, deadlines, requests and follow‑up actions.<