MERMEC is an Italian multinational company founded in 1970 and active in advanced technologies for rail transport (signalling, measuring trains and systems, electric traction, telecommunication), urban electric mobility and industrial application. The company HQ is in Italy with branches, offices, and facilities in 21 countries through which it provides project management, sales support as well as technical assistance to its customers worldwide.

Position Mission

The Back Office Specialist plays a key role in supporting MERMEC Spain's After Sales Services operations, ensuring the efficient coordination of administrative, logistical, procurement, and service-planning activities. Based at the MERMEC office in Madrid and occasionally operating at customer sites and maintenance depots, the role acts as a central point of coordination between the Service Team, Customers, and Corporate Functions.

Main responsibilities include:

- Managing administrative documentation, safety certifications, and access authorizations required for maintenance personnel to enter customer maintenance and installation depots, in coordination with HSE, HR, and Administration teams
- Supporting the planning and scheduling of preventive maintenance activities by coordinating with the MERMEC Spain Service Manager and customers to optimize inspection plans and onboard operator allocation
- Managing spare parts requests, Repair Data Analysis (RDA), and procurement activities for consumables, tools, and spare parts
- Monitoring repair processes for components returned from the field and ensuring accurate tracking of related activities
- Coordinating logistics operations, including shipments, deliveries, and transportation of spare parts, equipment, and tools
- Managing warehouse inventory and spare parts databases, ensuring inventory accuracy and timely replenishment
- Supporting the preparation of commercial offers, repair quotations, service intervention proposals, and related documentation




- Managing the company vehicle fleet and supporting operational logistics for field activities

Responsibilities

- Review and analyze customer Requests for Quotation (RFQs)
- Prepare commercial, technical, repair, and service quotations
- Coordinate daily with relevant departments within MERMEC Group, including teams based in Italy
- Monitor customer orders, project progress, and operational activities to ensure timely execution
- Create, maintain, and archive project documentation, reports, and records
- Support cost analyses and budgeting activities during tender and quotation phases
- Maintain and update document repositories, reporting systems, and operational databases
- Participate proactively in regular coordination meetings with the Service Manager
- Prepare and update preventive maintenance plans while ensuring compliance with schedules and deadlines
- Manage spare parts inventories for maintenance vehicles, measurement trains, and warehouses
- Coordinate material return processes for repair activities and maintain related databases, including reliability data collection
- Create and manage Purchase Requisitions (PRs) and Purchase Orders (POs)
- Monitor and track Non-Conformities (NCs) and corrective actions
- Organize domestic and international shipments
- Monitor project modifications and support change management activities
- Ensure maintenance team access compliance with customer safety and security requirements
- Coordinate preventive maintenance schedules and onboard operator assignments with customers




- Support obsolescence management initiatives and spare parts lifecycle monitoring
- Ensure the achievement of assigned objectives while maintaining high standards of quality, accuracy, and customer satisfaction
- Use company equipment, tools, and resources responsibly and in accordance with company policies

Technical Skills, Qualifications and Professional Experience

- Technical High School Diploma or Bachelor's/Master's Degree in Mechanical, Industrial, Management, Electrical, Electronic Engineering, or a related technical field
- Basic understanding of Project Management principles and methodologies
- Knowledge of industrial operations, maintenance processes, supply chain management, and logistics
- Experience in quotation preparation, tender support, and commercial documentation management
- Ability to analyze costs, pricing structures, mark-ups, commercial margins, and Incoterms
- Proficiency in Microsoft Office Suite
- Knowledge of inventory management and procurement processes
- Experience working with reporting and document management systems
- Good command of English and Spanish (written and spoken)
- Italian language skills will be considered a plus

Collective Labour Agreement (CCNL): National agreement for Engineering Companies and Technical Design Offices, 12 monthly payments

Contract: Full-time, permanent contract

Gross Annual Salary (RAL): Between €40,000 and €45,000, depending on the candidate’s experience and skills

Mermec is an equal opportunity employer committed to providing a working environment that embraces and values diversity and inclusion. It is our policy to provide equal employment all qualified individuals regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status, or any other legally protected characteristic or conduct.

#J-18808-Ljbffr

📌 Back Office Engineer (Comunidad de Madrid)
🏢 MERMEC
📍 Comunidad de Madrid