Purchasing Administrator and Back Office

Description

**About Us** At Charly Therapy, we have been designing sunglasses for 11 years. We draw inspiration from fashion milestones to create our collections. As devoted retro lovers, we take the best from the past and combine it with the latest trends to propose a high-quality, competitively priced sunglasses collection. In full expansion, our sunglasses are available across Europe, Chile, Mexico, and Uruguay—and we continue working to bring our sunglasses to every corner of the planet :) Faithful to our values, we work daily to support our employees’ professional development within a close-knit and professional environment. **Your Mission** Your main responsibility will be managing and tracking the administrative processes related to purchasing merchandise, materials, and supplies. You will also provide cross-departmental administrative support to various company departments, according to existing needs. We seek an agile, organized, and rigorous profile, with initiative and the ability to consistently monitor orders, documentation, and tasks until their complete resolution. **Main Responsibilities** * Purchasing and Procurement * Process purchases previously defined and authorized by the company. * Prepare and send purchase orders to suppliers. * Verify references, quantities, prices, terms, and delivery dates. * Request and review purchase order confirmations. * Track orders until receipt. * Monitor delivery deadlines and claim possible delays. * Keep purchase and supplier information updated in Odoo. * Coordinate with Logistics to verify receipt of goods and materials. * Record and track shortages, defective products, errors, or discrepancies. * Process returns, replacements, and credits with suppliers. * Verify consistency among purchase orders, receipts, and invoices. * Maintain organized and up-to-date purchasing documentation. * Prepare reports on pending orders, scheduled deliveries, and open issues. * Alert the responsible person when deviations occur in quantities, * prices, or deadlines. **Administrative Support and Back Office** * Perform administrative and back-office tasks for various departments. * Prepare, review, register, and archive documentation. * Update information in Odoo, Excel, and other internal tools. * Collect data and prepare simple reports. * Track administrative procedures and tasks until completion. * Provide occasional support to Accounting, Human Resources, Sales, and other areas. * Address administrative needs arising from the company’s daily operations. **Profile We Are Seeking** * Minimum two years’ experience in purchasing administration, procurement, supplier management, or back-office functions. * Ability to simultaneously manage multiple orders, deadlines, and priorities. * Agility and consistency in task tracking. * Attention to detail and ease in identifying errors or discrepancies. * An organized, responsible, solution-oriented, and deadline-driven individual. * Ability to communicate with suppliers via email and telephone. * Proficiency in Excel and digital management tools. * Experience working with ERP systems. * Ability to collaborate across departments and adapt to diverse needs. * Autonomy in task execution and sound judgment to report issues or request support when necessary. * Sufficient English proficiency to manage orders, documentation, and emails with international suppliers. **We Especially Value** * Prior experience in purchasing or procurement departments. * Knowledge of Odoo. * Experience working with suppliers in Asia. * Experience in product-based companies, fashion, accessories, optics, retail, or distribution. * Administrative knowledge related to invoices, credits, receipts, and document control. * Knowledge of additional languages. **What We Offer** * Join a well-established brand with international presence. * A stable, cross-functional position with direct responsibility for administrative purchasing follow-up. * Collaboration with various company departments. * A dynamic and friendly work environment. * On-site position in Barcelona. * Full-time schedule of 40 hours per week. * Working hours: Monday–Thursday, 9:00–14:00 and 15:00–18:30; Friday, 9:00–15:00\. * Annual gross salary: €22\.000\-28\.000 gross, depending on experience. * 30 natural days of vacation per year, including 15 days over Christmas due to office closure. **How to Apply** If you wish to join a well-established, internationally present brand, please send your CV along with a cover letter to daria@charlytherapy.com. Salary: €22\.000,00\-28\.000,00 per year Application Questions: * Do you have at least 2 years of experience in purchasing administration, procurement, supplier management, or back-office functions? * Have you previously used any ERP system to manage orders, purchases, or suppliers? * Do you have sufficient English proficiency to manage orders, documentation, and emails with international suppliers? * Can you work on-site in Barcelona during the working hours specified in this job posting? * Do you currently hold valid authorization to work in Spain? Work Location: On-site employment