Administrative Assistant

Since 2013, OCTAEVO explores the wonders of the Mediterranean in search of enchanting stories to inspire thoughtful design objects for contemporary living. We design everything in our studio located in the Poble Nou district in Barcelona, produce them with our trusted suppliers and distribute all over the world.

We believe in true originality, in style as a reflection of personality, and that details make the difference. Each piece is made to be held close, designed to inspire and to brighten up your day to day life. Additionally, we offer a sought-after bespoke service.

Provide administrative support to ensure efficient operation of the office. Give support on a variety of tasks related to organization and sales.

Responsibilities:

• Managing webshop orders: Booking shipments with our warehouse, inform clients of order status, assist with incidents and update backend system

• Giving support to the sales team on post-sales incidences: Creating credit notes, following up on product replacements, etc.

• ERP maintenance: Creating and updating customer and supplier files, purchase orders, stock transfers, etc.

• Managing incidents that may occur during the preparation of the orders at the external warehouse.

• Managing courier services and resolving logistic incidences.

• Following up on received payments and updating invoice status in ERP.

• Searching for new suppliers and controlling supplier’s invoices regarding irregularities.

• General assistance to all departments in various daily tasks: preparation of special deliveries, maintenance of the studio, etc.

Requirements:

• High-level knowledge of Microsoft Office, especially Excel.

• Experience with ERP and CRM tools – ideally Microsoft Navision.

• Well-organized and multitasking

• Strong work ethic and team player with a problem-solving attitude.

• Stays calm and in control in stressful situations.

• Excellent technical, interpersonal, and communication skills.

• Very customer focused with great empathy and patience.

• Languages: Spanish & English (very well written and spoken).