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.

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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. xsgfvud 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