Back Office Coordinator

“At QIMA, you feel like you belong from Day 1. You join a community of smart minds who not only innovate, but also support and inspire each other. Here, we own our work, have fun together, and make every day count.”

The QIMA Story

At QIMA, we are on a mission to offer our clients smart solutions to make products you can trust.

Operating in over 100 countries, we serve the consumer products, food, and life sciences industries and help more than 30,000 brands, retailers, manufacturers, and growers achieve quality excellence.

We combine on-the-ground expertise with digital solutions that bring accuracy, transparency and intelligence for quality and compliance data.

What sets us apart is our unique culture. Our 5,000 Qimates live and make decisions every day by our QIMA Values. With client passion, integrity, and a commitment to making things simple, we disrupted the Testing, Inspection, and Certification industry. Are you ready to hop on this exciting ride with us and help us achieve our mission?

The Back Office Audit Coordinator supports Account Managers in ensuring client satisfaction across QIMA's quality control and compliance service lines. The role sits at the intersection of client coordination, operational follow-through, and service quality oversight. It is a trainee-level role designed for high-potential candidates looking to build a career in international trade and supply chain services.

You will serve as the main operational link between clients and internal teams - ensuring services are booked correctly, reports are delivered on time, and clients are kept informed at every step. This role is ideal for someone who is organized, detail-oriented, and comfortable working in a fast-paced, multilingual environment.

Key Responsibilties:

1. Client Support & Account Coordination
   • Handle client inquiries and service requests, ensuring prompt and accurate responses.
   • Manage account setup in the system, including general instructions (GIs), commercial terms, user access, and company structure (super-account / sub-account configuration).
   • Coordinate service bookings from creation to report delivery, and track service completion (service CUT).
   • Communicate booking changes and inspection confirmations to clients in coordination with the operations and protocol teams.
   • Support Account Managers during internal and cross-border team meetings.
     
2. Quality & Audit Oversight
   • Conduct random audits of inspection and compliance reports issued by the field team to verify quality and accuracy.
   • Monitor service-level performance and flag exceptions for review.
   • Assist in designing and implementing Corrective Action Plans (CAPs) for client claims within the defined SLA window.
     
3. Finance & Administrative Support
   • Compile and submit complete service information to the Finance team for accurate invoicing.
   • Follow up with clients on outstanding payments as part of accounts receivable coordination.
     
4. Systems & Continuous Improvement
   • Maintain an active "Areas of Improvement" dashboard, tracking recurring issues and proposing solutions.
   • Identify and communicate IT or platform improvement needs to the team leader to drive efficiency and client adoption.

• Bachelor's degree in International Business, International Trade, International Relations, or a related field.
• Professional proficiency in English.
• Proficient in Microsoft Office tools: Excel, Word, and PowerPoint.
• Strong organizational skills with high attention to detail.
• Ability to manage multiple tasks and deadlines simultaneously.

Preferred:

• At least 1 year of work experience in operations, customer service, logistics, or a related field.
• Exposure to supply chain, quality control, or trade compliance industries is an advantage.
• Experience working with multinational teams or clients.