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Operations Coordinator

hace 3 semanas

Madrid, España Epika Group A tiempo completo

**Operations Coordinator**(Madrid) - Packaging, Merchandising & Printing Services

**About Us**
We are a **new and rapidly expanding company** specializing in **packaging, merchandising, and printing services** for **hospitality brands, retail, corporates, travel agencies, and branding agencies**.
We work with international manufacturers to deliver tailored, high-quality solutions — from creative design to production to final delivery.
Our Madrid office, located on Castellana near Santiago Bernabéu Stadium, is the hub of our operations and growth.

**Main Responsibilities**
- **Supplier management**: sourcing, negotiation, and order follow-up with global suppliers (Europe, Asia, trade shows, B2B platforms).
- **Sample coordination**: requesting, tracking, and delivering samples to clients; ensuring approvals are logged in CRM.
- **Purchasing & production**: creating Purchase Orders (POs), tracking additional costs (clichés, color set-ups), monitoring production timelines.
- **Quality Control (QC)**: inspecting samples and bulk production, coordinating relabeling/repacking with our branding, preparing QC reports.
- **Logistics & shipping**: preparing delivery notes, booking shipments (UPS/DHL/freight forwarders), managing import/export documentation, tracking shipments and updating clients.
- **Transport coordination**: arranging pickups and deliveries by **air, sea, and ground transport**, selecting best cost/time ratio.
- **Warehouse collaboration**: working closely with **storage office personnel** for incoming deliveries, client-owned stock, and outgoing orders; ensuring smooth flow of goods.
- **Stock management**: controlling warehouse, showroom items, and client stock for refills.
- **Finance support**: coordinating supplier payments with Finance, reconciling supplier invoices with POs, ensuring extra costs are logged for client invoicing.
- **Documentation**: archiving contracts, QC reports, and logistics docs in our ERP (**Odoo**).

**Profile Requirements**
- **Education**: Degree or Higher Education in International Trade, Supply Chain, Logistics, or related field.
- **Languages**: Native Spanish + advanced English (mandatory). **Italian is a strong plus.**:

- **Experience**:

- 3+ years in Operations, Supply Chain, or International Purchasing.
- Experience coordinating logistics and product quality control.
- Background in packaging, printing, hospitality, retail, or consumer goods is valued.

**Technical Skills & Competencies**
- **Printing & Labelling Tools**: Experience with label printers and packaging equipment; ability to prepare and manage labels accurately across multiple SKUs and deliveries.
- **Logistics Expertise**: Strong knowledge of **air, sea, and ground shipping**, courier management (UPS/DHL/freight forwarders), customs documentation, and handling multiple deliveries simultaneously.
- **ERP & Systems**: Skilled in ERP platforms (Odoo preferred; SAP/Oracle/NetSuite acceptable), with confidence in managing purchase orders, supplier records, and stock levels.
- **Cross-Functional Communication**: Effective collaboration with Sales (client orders), Finance (supplier invoices/payments), and Storage Office teams (incoming/outgoing deliveries).
- **Organizational Mastery**: Highly detail-oriented, disciplined, and able to maintain accurate records while managing many moving parts.
- **Adaptability & Grounded Mindset**: Thrives in a fast-changing environment where priorities may shift quickly; resilient, pragmatic, and solution-focused.
- **Professional Presence**: Hands-on and proactive, while communicating clearly and building trust with both internal teams and external suppliers.

**What We Offer**
- Full-time contract in Madrid, working from our office on Castellana (near Bernabéu Stadium).
- Company laptop and phone provided.
- Daily lunch at the office, with coffee and water included.
- Regular team lunches out.
- Travel opportunities to visit international suppliers.
- Access to trade fairs and industry events.
- A dynamic, multicultural, and collaborative team environment.

**Experience**:

- Logistics: 3 years (preferred)

**Language**:

- English & Spanish (required)

Work Location: In person