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.
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📌 Back Office Engineer (Madrid)
🏢 MERMEC
📍 Madrid