Procurement and Back Office Administrator

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 offer a high-quality, competitively priced collection of sunglasses. In full expansion, our sunglasses are available across Europe, Chile, Mexico, and Uruguay—and we continue working to bring our eyewear to every corner of the globe :) 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 handling and monitoring the administrative processes related to procurement of goods, materials, and supplies. You will also provide cross-departmental administrative support to various company departments, depending on existing needs. We are looking for an agile, organized, and rigorous candidate with initiative and the ability to consistently track orders, documentation, and tasks until full resolution. **Main Responsibilities** * Procurement and Supply * 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. * Register 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 procurement documentation. * Prepare reports on pending orders, scheduled deliveries, and open incidents. * Alert the responsible person in case of deviations in quantities, prices, or deadlines. **Administrative and Back Office Support** * 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 ad-hoc support to Accounting, Human Resources, Sales, and other areas. * Address administrative needs arising from the company’s daily operations. **Profile We Are Looking For** * Minimum two years’ experience in procurement administration, supply management, supplier coordination, 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. * 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 international supplier orders, emails, and documentation. **Especially Valued** * Prior experience in procurement or supply 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 procurement administrative follow-up. * Collaboration with various company departments. * A dynamic and supportive work environment. * On-site position in Barcelona. * Full-time schedule: 40 hours per week. * Working hours: Monday to 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. Salary: €23,000.00–€25,000.00 per year Work Location: On-site employment