Procurement Administrator

**Do we have your attention?**:
As **Procurement Assistant**, you are a key operational backbone of the procurement team. You are
responsible for accurately **processing and maintaining procurement data** and documents, tracking
orders and shipments, and ensuring all administrative tasks are handled in a timely and structured
way. You support the team by maintaining up-to-date records, managing incoming and outgoing
documentation, and contributing to the seamless flow of daily operations.

**Your areas of responsibility**:

- Accurately enter and manage all order and **shipment data** in our ERP system (Odoo)
- Ensure the consistent and error-free **processing of order information**:

- ** Manage** (create and maintain) **products**in the system
- ** Monitor** incoming shipments** and proactively update internal stakeholders on delivery status
- Track pre-order shipments and ensure timely unlocking based on arrival updates
- ** Coordinate the delivery** of product samples and forward them to the appropriate departments
- Prepare and maintain **shipment, product, and order documentation and drafts**:

- Review and validate **order and product lists** to ensure accuracy
- ** Manage customs and import documents**, ensuring all required paperwork is complete and correct
- ** Organize and store all procurement-related files** (e.g., certificates, invoices, shipping docs) within the correct digital structure
- Support the finance team with basic **bookkeeping** tasks such as invoice matching and data entry
- Maintain **clear and professional communication** with suppliers, logistics partners, and internal teams
- Identify and resolve **daily operational** challenges, escalating only when necessary
- Take full ownership of assigned tasks, ensuring timely and high-quality execution
- ** Collaborate closely with the procurement team** to streamline processes and improve workflows

**Your profile**:

- A sharp **eye for detail** and a strong sense of reliability in daily tasks
- Focused and **accurate approach** to repetitive and data-heavy processes
- ** Well-organized** mindset with a passion for structure and administrative efficiency
- Basic knowledge of procurement, logistics, and supply chain operations
- Familiarity with **customs and import procedures** is a strong plus
- Hands-on experience with **ERP systems** (ideally Odoo) and proficiency in Google Workspace
- Strong **Excel skills**, including VLOOKUPs, Pivot Tables, and IF statements
- Confident communication skills in **English** (written and spoken); basic **German** is required
- A proactive, positive team spirit and a supportive, can-do attitude

**Enjoy our benefits**:

- Attractive **flexitime work model**with **home office** option.
- Two legendary **annual**company events**with the whole Holzkern family - all inclusive
- Regular **team events**with your team throughout the year.
- State of the art technical equipment (**MacBook**).
- Generous **employee discounts**for you and your loved ones.
- ** Extensive Onboarding**:From day 1 on you will have a buddy who will show you everything you need to know and be there for you should you encounter problems. Your colleagues will teach you everything specific to Holzkern that you need to succeed in your new job.
- ** Exciting Tasks & Personal Growth**: Trust is always first for us at Holzkern, which is why we give you big and exciting projects from the start, so you can quickly unfold your potential. This will give you the opportunity to grow and learn super quickly.
- ** Fresh fruits, coffee, tea, milk** (also vegan and lactose free) in the office on site.
- Healthy and balanced meals from **Schrankerl**. Holzkern pays 20% of each meal.

These and many other exciting benefits will await you at Holzkern.
But most of all, you can expect a secure job, good vibes, teamwork, appreciation and trust - YOU are important to us

**Hard Facts**:

- ** Starting**date of Employment**: right away
- ** Working Hours**: from 30 to 38,5 hours per week
- ** Working Location**: Holzkern Headquarters, Autokaderstraße 33, 1210 Wien
- ** Salary**: The salary for this position starts at 2.400€. However, your actual wage depends on your professional experience and qualifications. We are open to overpayment for experience.

**About us**:
HOLZKERN was founded in 2016 with the purpose of creating unique pieces of nature - just as unique as our customers. Seven years later, we are one of the most successful D2C brands in DACH selling a huge variety of watches, jewelry & accessories. We’re proud to say that over 1.000.000 customers worldwide were already able to find their perfect piece of nature. Join our team of over 170 people and help us to bring natural uniqueness to the whole world

As a dynamic team, we value open corporate communication, teamwork, development opportunities and flexible working hours. But most of all, you can expect to work in a friendly working environment with warm-hearted colleagues who will always sup