Administrative, Accounting & Sales Assistant
2 days ago
Barcelona
Suben Art Management is an international agency with over 15 years of experience working within the contemporary art sector. We are seeking a full-time Administrative, Accounting & Sales Assistant with social media management and strong organisational, financial, and operational skills, and a genuine interest in the art world. The ideal candidate is a responsible, detail-oriented, and proactive professional, comfortable handling administration, accounting, internal coordination, sales support, and logistics in a small, fast-moving company. This role focuses primarily on finance and administration, while supporting sales operations, logistics coordination, and selected project tasks related to our artistic activities. KEY RESPONSIBILITIES • Daily administrative and office management, • Bookkeeping and accounting support (invoicing, expenses, payments, bank reconciliation), • Preparation and monitoring of budgets, cash flow, and basic financial reports, • Coordination with external accountants, tax advisors, and service providers, • Management and organisation of documentation, contracts, and records, • Sales administration: preparing invoices, sales confirmations, and documentation, • Follow-up of client payments and outstanding invoices, • Client and customer communication regarding administrative, sales, and billing matters, • Supplier communication and basic contract follow-up, • Coordination of logistics related to artworks and materials (shipping arrangements, tracking, documentation, packaging support), • Support with internal project timelines related to exhibitions, art fairs, and artist projects, • General operational support across the company REQUIRED EXPERIENCE & SKILLS • Minimum 3 years experience in administrative, accounting, or office management roles, • Experience supporting sales processes or commercial administration, • Solid understanding of basic accounting, budgeting, and financial control, • Experience with logistics coordination and operational organisation, • Strong organisational and time-management skills, • High attention to detail and accuracy, • Ability to work independently and take initiative, • Good written and spoken English and Spanish, • Excellent skills in Microsoft Office, especially Excel, • Experience using accounting software or bookkeeping systems, • Comfortable handling multiple tasks and priorities, • Basic graphic design skills (Adobe Photoshop, Illustrator, and/or InDesign), • Social media platforms for basic content management and communication APPRECIATED (NOT ESSENTIAL) • Experience in the art industry, galleries, cultural organisations, or creative agencies, • Experience in small or medium-sized companies, • Experience coordinating with external service providers (accountants, lawyers, logistics companies, etc.), • Basic knowledge of Mailchimp, CRM systems, or simple website editors, • Interest in contemporary art and artists PERSONAL QUALITIES • Reliable, responsible, and discreet, • Proactive and solution-oriented, • Well-organised and methodical, • Friendly and professional communication style, • Willingness to learn and grow within the company SPECIFICATIONS Location: Gràcia, Barcelona Schedule: Monday–Friday, 09:00–17:00 Contract: Full-time Start date: As soon as possible