Commercial Back Office Specialist
RateHawk · Remote
RateHawk is part of Emerging Travel Group — a pioneering travel-tech company also known for its two other brands, ZenHotels and Roundtrip, spanning over 220 markets worldwide.
Our mission is to create, distribute, and operate the most convenient travel products. We constantly innovate and break the rules of the highly complex travel industry to make travel more widely available for individuals, more rewarding for professionals, and simpler for everyone.
As a Commercial Back Office Specialist, you will play a pivotal role in supporting commercial operations, managing contractual agreements, and coordinating payment and administrative activities for the Italian market.
This is a remote vacancy open to EU time zone.
What You'll Do
- Prepare, manage, and update standard commercial documentation and contractual templates, including Incentive Agreements, Credit Line addendums, and Incentive addendums (Overrides, SMAA);
- Act as a liaison between partners and Operations teams, coordinating the resolution of booking issues, operational requests, and payment-related inquiries to ensure timely and effective support;
- Coordinate payment-related administrative activities, including the collection of wire transfer confirmations from partners for last-minute payments;
- Coordinate payment allocation requests with Finance, follow up on unallocated payments, monitor overpayments, and coordinate their resolution;
- Manage credit notes and support partners with various payment-related administrative requests;
- Collaborate with the Marketing team to support commercial presentations and sales materials in line with brand guidelines;
- Support the organization and execution of commercial events, including trade fairs, roadshows, workshops, and networking activities, managing necessary logistics;
- Manage promotional materials inventory and coordinate the ordering and shipment of promotional materials and branded merchandise.
Requirements
- Relevant experience: +1 experience in Sales Support, Commercial Operations, Sales Operations, Commercial Back Office or a similar role.
- Administrative Skills. High level of accuracy and attention to detail, particularly when handling commercial documentation, agreements, and payment-related activities. Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks independently;
- Technical & Analytical Skills. Advanced Excel skills and experience with Business Intelligence dashboards (Tableau or similar tools). Confidence in working with CRM systems and digital business tools;
- AI Proficiency. Knowledge and practical use of AI tools to support daily work, productivity, and data/document management;
- Language knowledge. English and Italian.
- Personal skills. Strong communication skills and ability to interact effectively with customers and cross-functional teams, including Sales, Finance, Operations, and Marketing. Ability to manage administrative and operational processes from request to completion, ensuring timely follow-up.
Benefits
- Ambitious and supportive team who love what they do, appreciate each other, and grow together.
- Internal programs for adaptation and training, development of soft skills, and leadership abilities.
- Partial compensation for participating in external training and conferences.
- Corporate English school: Group and individual lessons, speaking clubs with colleagues from all over the world.
- Corporate prices on hotels and travel services.
- MyTime Day Off - an extra non-working day without loss of compensation.