Business Administration CoordinatorAbout Citieffe
Citieffe is a global orthopedic trauma medical device manufacturer headquartered in Italy, with divisions throughout Mexico, Latin America, the United States, Europe, and Asia. Through its global network, Citieffe products are distributed in more than 70+ countries worldwide.
Over the past several years, the company has experienced significant growth and continues to invest in expanding its global presence. As part of that growth strategy, Citieffe is investing in the people, processes, and infrastructure necessary to support its next phase of expansion.
About Citieffe USA
Citieffe USA division is entering an exciting stage of growth and organizational development. As our commercial organization continues to expand throughout the United States, we are building the business infrastructure needed to support long-term success.
Today, many administrative and business responsibilities are shared across executive leadership, our headquarters team in Italy, distribution partners, and third-party service providers. While this approach has supported our growth to date, the next phase of our evolution requires a dedicated U.S.-based professional who can help centralize key business functions, strengthen customer relationships, improve communication, and develop scalable processes.
This position is one of the foundational hires in building that infrastructure and will work directly with the General Manager to help support the continued growth of Citieffe USA.
Position Overview
As Citieffe USA continues to grow, we are seeking a Business Administration Coordinator who will become a key business partner within our U.S. organization.
This is not a traditional administrative role. We are looking for someone who enjoys solving problems, improving processes, wearing multiple hats, and taking ownership of meaningful responsibilities.
The successful candidate will work closely with the General Manager while collaborating daily with our headquarters team in Italy, customers, distributors, warehouse partners, and the U.S. commercial organization. This individual will help coordinate key business activities, improve communication, strengthen customer relationships, and support the continued growth of the organization.
Primary ResponsibilitiesCustomer Service & Account Management
· Serve as the primary administrative point of contact for hospitals, surgery centers, distributors, and customers.
· Build and maintain strong relationships with Materials Management, Purchasing, Supply Chain, and Accounts Payable departments.
· Obtain, monitor, and manage Purchase Orders (POs).
· Coordinate invoice processing and maintain accurate customer records.
· Monitor outstanding receivables and proactively follow up regarding invoice status and payment.
· Assist in resolving customer billing questions and administrative issues in a professional and timely manner.
Business & Sales Support
· Support the outside sales organization with customer service, business coordination, and administrative needs.
· Coordinate customer orders from receipt through fulfillment.
· Assist with inventory coordination between our manufacturing headquarters in Italy, our U.S. distribution center, and the field.
· Monitor special orders and communicate updates throughout the process.
· Serve as a central resource for coordinating day-to-day business activities and helping resolve challenges across multiple departments.
Executive & Office Support
· Assist in establishing and organizing the U.S. corporate office.
· Develop systems and processes that improve efficiency, organization, and scalability.
· Work directly with the General Manager on business initiatives, reporting, project coordination, and follow-up.
· Coordinate multiple projects simultaneously while ensuring priorities remain organized and on schedule.
· Continuously identify opportunities to improve workflows and business processes.
Qualifications
· Exceptional organizational and time management skills.
· Excellent written and verbal communication skills.
· Strong customer service and relationship-building abilities.
· Advanced proficiency in Microsoft Excel, Word, Outlook, PowerPoint and a working knowledge Zoom, Go-To Meetings and Teams.
· Strong analytical and problem-solving skills.
· Excellent attention to detail and follow-through.
· Ability to manage multiple priorities in a fast-paced environment.
· High integrity, professionalism, and accountability.
Preferred Experience
Previous experience in an administrative, business support, executive support, customer service, project coordination, office management, or similar business environment is preferred. Experience within the medical device or healthcare industry is welcomed but not required. We are primarily seeking an individual with strong business acumen, organizational skills, sound judgment, and a desire to grow.
The Ideal Candidate
The ideal candidate naturally looks beyond the task in front of them. They think critically, solve problems independently, exercise sound judgment, anticipate needs, and continuously look for opportunities to improve the business rather than simply completing assigned tasks.
Equally important, they understand that good judgment includes recognizing risk. They can quickly identify situations that may have financial, customer, regulatory, or business implications and know when to gather additional information, raise concerns, and involve the appropriate people before moving forward. While initiative and creative thinking are highly valued, they also recognize that asking questions, communicating potential risks, and escalating concerns when appropriate are just as important as finding solutions.
They are motivated by contributing to the success of the organization, enjoy building relationships, and embrace learning new aspects of the business. Most importantly, they are excited by the opportunity to help build something meaningful and become an integral part of a growing company.
Why Join Citieffe USA?
Joining Citieffe USA means becoming part of a rapidly growing orthopedic medical device company during an exciting stage of its U.S. expansion.
Rather than stepping into a mature organization, you'll have the opportunity to help build the business infrastructure that will support the company's future growth. Your ideas, initiative, and contributions will have a meaningful impact from day one.
As Citieffe USA continues to grow, we are committed to investing in our people. We believe individuals who demonstrate initiative, ownership, strong performance, and a desire to learn should have opportunities to grow alongside the organization.
Whether that growth comes through expanded responsibilities, broader business exposure, strategic initiatives, or new career opportunities, we are committed to creating an environment where talented people can continue to develop as the company evolves.
Pay: $60,000.00 - $100,000.00 per year
Application Question(s):
- How many years of experience do you have with Microsoft Excel?
- On a scale of 1 to 10 (1 = beginner, 10 = expert), how would you rate your proficiency in Microsoft Excel?
Work Location: In person
