Procurement & Administration Coordinator in London

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.

We're looking for a proactive and highly organised Finance & Admin Officer – Procurement & Office Operations to join our UK team. This role is at the heart of our day-to-day operations, supporting procurement, supplier management, employee expenses and office administration. Working closely with the Head of Admin & Finance Control and our Project HUBs, you'll help ensure our internal operations run efficiently while contributing to a collaborative and fast-paced international environment.

If you're someone who enjoys bringing structure to busy workflows, building strong relationships with suppliers and colleagues, and taking ownership of operational processes, we'd love to hear from you.

• Manage the end-to-end procurement process, coordinating purchase requests from Project HUBs and internal departments while ensuring the appropriate approval workflow is followed.
• Support supplier onboarding and maintain accurate supplier records, coordinating new supplier approvals and periodic database reviews.
• Monitor purchase orders through to completion, confirming the receipt of goods and services and ensuring procurement documentation is properly maintained in SharePoint.
• Work closely with internal stakeholders and suppliers to ensure an efficient and compliant purchasing process.

• Review and process employee expense claims through CAPTIO, ensuring compliance with company policies and accurate project allocation.
• Validate supporting documentation, communicate with employees regarding queries or rejected claims, and prepare expense batches for final approval.
• Support the continuous improvement of Travel & Expense processes, ensuring accuracy, consistency and compliance.

• Support the day-to-day running of the London office, including reception, visitor management, deliveries and workplace administration.
• Coordinate office suppliers, facilities, insurance and Health & Safety activities in collaboration with internal and external stakeholders.
• Manage IT equipment allocation for new starters and leavers, maintain office inventory records and ensure documentation is organised and up to date in SharePoint.
• Help create a well-organised, efficient and welcoming working environment for the whole team.

1–2 years' experience in Administration, Procurement, Office Operations or a similar role.

• Professional proficiency in both English and Spanish (must).
• Good knowledge of Microsoft 365, particularly Excel, Outlook, Teams and SharePoint.
• Experience with procurement processes or supplier management.
• Experience using CAPTIO or other Travel & Expense platforms.
• Familiarity with ERP systems or purchasing tools.
• Basic knowledge of finance or project cost allocation.
• Experience within retail, luxury, design, professional services or project-based businesses.