MERMECis 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 MissionThe 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 teamsSupporting 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 allocationManaging spare parts requests, Repair Data Analysis (RDA), and procurement activities for consumables, tools, and spare partsMonitoring repair processes for components returned from the field and ensuring accurate tracking of related activitiesCoordinating logistics operations, including shipments, deliveries, and transportation of spare parts, equipment, and toolsManaging warehouse inventory and spare parts databases, ensuring inventory accuracy and timely replenishmentSupporting the preparation of commercial offers, repair quotations, service intervention proposals,



and related documentationManaging the company vehicle fleet and supporting operational logistics for field activitiesResponsibilitiesReview and analyze customer Requests for Quotation (RFQs)Prepare commercial, technical, repair, and service quotationsCoordinate daily with relevant departments within MERMEC Group, including teams based in ItalyMonitor customer orders, project progress, and operational activities to ensure timely executionCreate, maintain, and archive project documentation, reports, and recordsSupport cost analyses and budgeting activities during tender and quotation phasesMaintain and update document repositories, reporting systems, and operational databasesParticipate proactively in regular coordination meetings with the Service ManagerPrepare and update preventive maintenance plans while ensuring compliance with schedules and deadlinesManage spare parts inventories for maintenance vehicles, measurement trains, and warehousesCoordinate material return processes for repair activities and maintain related databases, including reliability data collectionCreate and manage Purchase Requisitions (PRs) and Purchase Orders (POs)Monitor and track Non-Conformities (NCs)



and corrective actionsOrganize domestic and international shipmentsMonitor project modifications and support change management activitiesEnsure maintenance team access compliance with customer safety and security requirementsCoordinate preventive maintenance schedules and onboard operator assignments with customersSupport obsolescence management initiatives and spare parts lifecycle monitoringEnsure the achievement of assigned objectives while maintaining high standards of quality, accuracy, and customer satisfactionUse company equipment, tools, and resources responsibly and in accordance with company policiesTechnical Skills, Qualifications and Professional ExperienceTechnical High School Diploma or Bachelor's/Master's Degree in Mechanical, Industrial, Management, Electrical, Electronic Engineering, or a related technical fieldBasic understanding of Project Management principles and methodologiesKnowledge of industrial operations, maintenance processes, supply chain management, and logisticsExperience in quotation preparation, tender support, and commercial documentation managementAbility to analyze costs, pricing structures, mark-ups, commercial margins, and IncotermsProficiency in Microsoft Office SuiteKnowledge of inventory management and procurement processesExperience working with reporting and document management systemsGood command of English and Spanish (written and spoken)Italian language skills will be considered a plusCollective Labour Agreement (CCNL):National agreement for Engineering Companies and Technical Design Offices, 12 monthly paymentsContract:Full-time, permanent contractGross Annual Salary (RAL):Between €40,000 and €45,000, depending on the candidate’s experience and skillsMermec 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.

📌 Back Office Engineer (Madrid)
🏢 MERMEC
📍 Madrid