Business Operations & Administration Coordinator (EMEA)Location: Spain (Palma or Madrid)
Reporting to: Regional Director Spain
About The RoleWe 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 ResponsibilitiesBusiness 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 NowAre 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.
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