Back Office and Administrative Assistant

Join
ÎACARÉ
– Where Passion Meets Purpose in Luxury.

At ÎACARÉ, every creation tells a story—a story of craftsmanship, responsibility, and innovation. We are redefining luxury by crafting exquisite exotic goods from ethically sourced Caiman Yacare leather, merging sophistication with environmental responsibility.

Born from the untamed beauty of Brazil's Pantanal, our brand stands at the crossroads of tradition and transformation. We're not just making products—we're pioneering a new category of skin in the luxury market, offering our customers an unparalleled experience.

As a global startup, we thrive on creativity, innovation, and excellence.

@iacare.official

Role Overview

We are seeking a highly reliable and detail-oriented Back Office & Administrative Assistant with
basic knowledge in finance, accounting, and product-based operations
.

This role is critical to ensuring that
financial data, supplier & sales activities and flow, and inventory records are accurate, structured, and consistently up to date
.

The ideal candidate has previously worked in
product-driven environments
, understands the interaction between
suppliers, sales, inventory, and accounting
, and is comfortable managing data with precision and accountability.

Key Responsibilities
1. Accounting, Finance & Administrative Support

·      Organize, maintain, and archive physical and digital administrative and accounting documentation.

·      Ensure
accurate and timely data entry
of financial information (invoices, payments, expenses, purchase orders, inventory values, sales data).

·      Support accounting processes in coordination with external accountants and internal finance controls.

·      Monitor inventory records and ensure consistency between stock movements, supplier invoices, and sales data.

·      Monthly Bank statements reconciliation

2. Supplier, Sales, Product & Logistics Operations Support

·      Track and manage supplier documentation, purchase orders, deliveries, inventory movements, and payment status.

·      Coordinate and monitor logistics activities, including shipment scheduling, tracking, and delivery follow-up, in liaison with suppliers, couriers, and logistics partners.

·      Maintain structured reporting on production phases, incoming goods, stock levels, shipments, and outgoing sales.

·      Ensure consistency and alignment between logistics data, inventory records, supplier invoices, and sales documentation.

·      Act as a reliable point of contact for suppliers, logistics partners, and internal stakeholders, ensuring clear, timely, and professional communication via email and phone.

·      Support reconciliation between suppliers, inventory, logistics flows, and sales data to ensure accuracy and traceability.

·      Prepare basic logistics summaries and alerts (delays, missing documents, discrepancies) to support operational decision-making.

·      
Knowledge of export/import processes and related documentation (including CITES, where applicable) is considered a plus.

3. Data Management & Reporting

·      Build, update, and manage structured Excel spreadsheets for financial tracking, inventory control,
SKU creation and maintenance
, supplier follow-ups, and sales reporting.

·      Support the
definition, implementation, and ongoing control of the SKU system
, ensuring consistent product coding across suppliers, inventory, logistics, and sales records.

·      Maintain internal data systems with a strong focus on
accuracy, traceability, and version control
, ensuring data consistency across all operational flows.

4. General Administrative Support

·      Manage calendars, schedule meetings, and prepare agendas and basic meeting notes when required.

·      Coordinate travel arrangements (flights, accommodation, logistics) for business needs.

·      Handle inbound and outbound correspondence, ensuring timely follow-up and clear communication.

Required Profile & Skills
Professional Experience

·      Previous experience in
administrative, back-office, finance support, or operations roles
, preferably in a
product-based company
.

·      Demonstrated familiarity with
suppliers, inventory, sales processes, and basic accounting principles
.

Technical Skills

·      Strong proficiency in
Microsoft Excel
(data entry, formulas, structured tables, reporting).

·      Good command of Microsoft Office (Word, PowerPoint) and digital document management tools.

·      Familiarity with tools such as Canva is a plus.

Languages

·      
Fluent Italian and English
, both written and spoken.

Personal Attributes

·      Exceptional attention to detail and high standards of data accuracy.

·      Highly organized, methodical, and reliable.

·      Proactive, able to work independently, and comfortable taking ownership of tasks.

·      Discreet and trustworthy when handling sensitive financial and business information.

Compensation & Contract

Part-time P.IVA collaboration, €1,200–1,400/month
depending on experience.

Why Join Us

This role is ideal if you seek autonomy, flexibility, and exposure to a global environment. At this early stage of the company, you will gain a
360° view of the business
and contribute directly to the launch of a luxury brand.