Administrative, Accounting & Sales Assistant

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