Role Definition
Job Title: Administrative Coordinator
Location: Genoa (Italy)
Position Overview:
We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. This pivotal role involves overseeing a diverse range of administrative responsibilities, including office management, liaison with suppliers, handling utilities, acting as a point of contact with the head office in Paris for accounting matters, and providing essential support for secretarial activities.
Key Responsibilities:
1. Office Management:
• Ensure the smooth day-to-day operations of the offices in Italian area.
• Manage and maintain office supplies, equipment, and facilities.
• Liaise with suppliers to procure necessary office materials and negotiate cost-effective contracts.
• Coordinate office events and activities to foster a positive working environment.
2. Supply Chain Management:
• Maintain relationships with suppliers, ensuring timely delivery and quality of goods and services.
• Monitor inventory levels and reorder supplies as needed.
• Negotiate favorable terms and agreements with suppliers to optimize cost-efficiency.
4. Head Office Liaison:
• Act as the primary point of contact with the Adminsitrative team in our Head Office in Paris.
• Collaborate with the accounting team in Paris, providing necessary information and documentation.
• Ensure compliance with head office policies and procedures.
5. Accounting Support:
• Assist with basic accounting tasks, such as invoicing and expense tracking.
• Prepare financial reports and documents for review by the head office.
• Work closely with the accounting team to address any queries or discrepancies.
6. Secretarial Support:
• Provide administrative support to executives and team members.
• Act as liaison with payroll service.
• Manage correspondence, schedule appointments, and coordinate meetings.
• Assist in the preparation of documents, reports, and presentations.
Conditions
Qualifications:
• Proven experience in office management and administration.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Fluency in Italian and English is mandatory, knowledge of French is a plus
• Proficiency in Microsoft Office Suite
• Familiarity with supply chain management and vendor relations.
• Availability to travel occasionally to our Italian offices (Milano, Fano).
• Ability to work independently and collaboratively in a fast-paced environment.
Education and Experience:
• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Previous experience in a similar administrative role is preferred.
If you are a detail-oriented and proactive individual with a passion for ensuring the efficiency of administrative operations, we invite you to apply for this exciting opportunity. Join our dynamic team and contribute to the success of our organization.
Range of salary: from 20000 to 30000 gross per year.
- Start as soon as possible
- Location: Genova
- Country: Italy
- Contract type: Permanent or Contractor
- Seniority level: Junior Engineer, Project Engineer, Technician
- Field of activity: Onshore Oil&gas