Business Operations and Administration

Business Operations & Administration Coordinator (EMEA)

Location: Spain (Palma or Madrid)
Reporting to: Regional Director Spain

About the Role

We are looking for a highly organised and proactive Business Operations & Administration Coordinator to support our operations across Spain, France, and the UK.

This is a dynamic, multi-functional role combining office management, finance and contract administration, and business operations support. You’ll act as a central coordination point across regional teams and corporate functions, ensuring that processes, documentation, and operations run smoothly and efficiently.

Key Responsibilities

Business Operations & Commercial Administration

• Support contract setup, maintenance, and documentation across internal systems
• Coordinate sales-to-operations handovers, ensuring completeness and accuracy
• Maintain customer, supplier, and partner records
• Assist with invoicing processes (IRFs, approvals, billing documentation)
• Support contract renewals and ongoing service agreements
• Liaise with internal teams to ensure data accuracy across systems

Financial Administration

• Support accounts receivable (collections, reconciliation, credit control)
• Monitor outstanding invoices and follow up/escalate where needed
• Assist with accounts payable (supplier setup, purchase orders, invoice validation)
• Work with Corporate Finance on payments and issue resolution

Office Management

• Oversee day-to-day office operations in Palma and Madrid
• Coordinate logistics (meeting rooms, travel, supplies, visitors, couriers)
• Manage supplier relationships and liaise with building management
• Support internal teams with administrative needs

Contracts, Compliance & Documentation

• Maintain accurate contract records, summaries, and supporting documentation
• Ensure documentation is complete, organised, and audit-ready
• Support compliance with internal policies, regulatory requirements, and audit processes
• Manage and maintain document control processes aligned with ISO standards (e.g. ISO 27001, ISO 9001, ISO 14001)
• Support ISO-related documentation, including version control, document reviews, and audit preparation
• Coordinate with Legal, Compliance, and external partners

Regional & Executive Support

• Provide administrative support across Spain, France, and the UK
• Support the Regional Director with calendar, travel, and expenses
• Coordinate meetings, communications, and internal reporting
• Assist with bids, tenders, and operational projects

Skills & Attributes

• Strong organisational skills with excellent attention to detail
• Ability to manage multiple priorities across regions
• Confident communicator with strong stakeholder management skills
• Proactive, reliable, and solution-oriented mindset
• Comfortable working across cross-functional teams
• Proficient in Microsoft Office (especially Excel)
• Experience with ERP/CRM systems is a plus
• Ability to handle confidential information with discretion
• Fluent in Spanish and English (French is an advantage)
• Interest or experience in using AI tools is beneficial

Experience & Qualifications

• 1–3 years’ experience in administration, operations, or office management
• Experience in finance administration (AP/AR, invoicing) and contracts
• Background in a corporate or structured environment
• Experience in software, healthcare, or regulated industries is a plus
• Degree or equivalent qualification preferred

Why Join Orion Health?

At Orion Health, you’ll work on some of the most meaningful challenges in healthcare. Our global team empowers health systems with innovative digital solutions and we’re proud of the difference we make.

🌍 Be part of a global team at the heart of healthcare innovation.

💡 Contribute to shaping smarter, connected healthcare systems worldwide.

🚀  Join a dynamic environment where innovation meets purpose.

Apply Now

Are you ready to lead impactful healthcare projects and shape Orion Health’s future in Europe?
Submit your application today and join our mission to revolutionise healthcare through connected, intelligent technology.