Hub Assistant
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About Us
Acierta is a design and production house with offices in Valencia, London, Paris, Doha, and New York, delivering projects worldwide. Since 2005, we’ve brought together a team of specialists in creativity, production, logistics, and installation for high-impact work across Retail, Events, and Hospitality sectors.
Role Overview
We are looking for a Hub Assistant to provide administrative and operational support across projects and key accounts, ensuring efficient, collaborative, and transparent management within the Hub. This role is central to ensuring the smooth running of the Hub by coordinating resources, managing ERP systems, supporting invoicing and reporting processes, and facilitating effective communication between teams and clients.
Key Responsibilities
ERP and Hub Management
- Create and maintain brands and client records in the ERP system.
- Manage quotes and proposals in the ERP, based on cost spreadsheets, PL/CIs, and project budgets.
- Monitor and support re-invoicing processes using Excel tracking files.
- Track and update team and project resources, including timesheets.
- Manage invoice allocation and exportation.
- Follow up on purchase orders (POs) and outstanding payments.
- Gather relevant information and support the Hub with process improvements and operational insights.
Invoicing and Reporting
- Manage client and project invoicing.
- Prepare monthly profitability reports.
- Develop forecasts and backlog tracking reports.
Project Monitoring and Closure
- Oversee the full project closing process.
- Compile and organize final visual and graphic project documentation.
- Manage NDAs and client documentation.
- Track issues throughout the project lifecycle and support problem resolution during project execution.
Client Relations and Support
- Maintain full visibility of client communications.
- Provide continuous support to manage client requests and resolve queries.
Process Coordination and Improvement
- Contribute to improving internal processes and cross-team coordination to ensure successful project delivery.
Logistics and Travel Coordination
- Collaborate with other departments on client shipments and logistics (documentation support, packaging, crating, etc.).
- Track and coordinate the Hub team’s installation schedules and travel calendar.
- Monitor and manage project-related travel expenses.
Key Requirements
- Minimum 3 years of experience in project coordination, operations, or team management roles.
- Experience working with ERP systems and invoicing processes.
- Advanced Microsoft Office skills, particularly Excel.
- Strong organizational and coordination skills, with attention to detail.
Languages
- Spanish: native or full professional proficiency (mandatory).
- English: high professional level.
- Additional languages will be considered a plus.
Education
- Bachelor’s degree in Business Administration, Business Management, Finance, International Business, or a related field.
- Postgraduate studies such as MSc in Management, Project Management, International Business, Finance, or an MBA will be considered a plus.
- Academic experience in the UK (e.g., BSc or MSc from a UK university or exchange program) will be highly valued.