Administration Specialist

OPENLANE Europe; Milano; On-site; EUR 26,000 - 38,000; Full time

Benefits offered by this job

Company bonus

Comprehensive benefits package

22 days holiday

Learning & development support

Opportunity to work in international,?

Job summary

OPENLANE Europe is seeking an organized Administrative Operations Associate to manage vehicle ownership transfers and related documentation. You will coordinate with seller agencies, review case status, and ensure timely processing for international customers.

The role requires fluency in Italian and professional English, with experience in administrative or customer support. You will support vehicle transactions, maintain records, and interact with internal and external teams in a dynamic,

Qualifications

• Fluent Italian (written and spoken)
• Professional level English
• Experience in administrative/operational or customer support roles
• Highly organized with ability to manage multiple tasks and deadlines
• Attention to detail and accuracy
• Strong ownership and proactive follow-up
• Good communication with stakeholders
• Experience in automotive/vehicle administration is a plus

Responsibilities

• Monitor progress of vehicle ownership transfers and deregistrations, ensuring documentation is received on time.
• Coordinate with seller and internal agencies regarding ownership transfers to final customers.
• Review and track status of transfer cases and assign appropriate agencies.
• Maintain regular contact with international colleagues regarding progress, deadlines and completion dates.
• Communicate with suppliers and sellers to ensure admin processes are completed correctly and efficiently.
• Check daily arrival of vehicle documents, verify completeness, and register them in internal systems.
• Prepare and coordinate shipment of vehicle documents to international customers.
• Coordinate with Hub regarding shipment of documents and license plates to partner agencies.
• Proactively follow up on outstanding cases, delays, and missing documentation.
• Provide administrative support for additional vehicle transactions and document management.

Job description

Who we are At OPENLANE , we make wholesale easy so our customers can be more successful. We're a technology company, building the world's most advanced - and simple - digital marketplace for used vehicles. We're a data company, helping customers buy and sell smarter with clear, actionable insights they can understand and use. And we're an innovative company accelerating the future of wholesale remarketing through curiosity, collaboration, and an entrepreneurial spirit. OPENLANE offers its customers the best digital marketplace for used cars in Europe. Our B2B clients enjoy operational excellence when working with us.

Our Values Driven Waybuilders: We pursue challenges that inspire us to build, create and innovate. Relentless Curiosity: We seek to understand and improve our customers' experience. Smart Risk-Taking: We transform risk into progress through data, experience, and intuition. Fearless Ownership: We deliver what we promise and learn along the way.

What will you do?

• Monitor the progress and completion of vehicle ownership transfers and deregistrations, ensuring all required documentation is received within agreed timelines.
• Coordinate with seller agencies and our own agencies regarding ownership transfers to final customers.
• Review and track the status of ownership transfer cases and assign the appropriate agencies to complete the process.
• Maintain regular contact with international colleagues regarding case progress, deadlines, and expected completion dates.
• Communicate with suppliers and sellers to ensure administrative processes are completed correctly and efficiently.
• Check the daily arrival of vehicle documents, verify their completeness, and accurately register them within internal systems.
• Prepare and coordinate the shipment of vehicle documents to international customers.
• Coordinate with our Hub regarding the shipment of vehicle documents and license plates to partner agencies.
• Follow up proactively on outstanding cases, delays, and missing documentation.
• Provide administrative support for additional vehicle transaction and document management activities as needed.

Who are you?

• You are fluent in Italian and possess a professional level of English , both written and spoken.
• You have previous experience in an administrative, operational, or customer support role.
• You are highly organized and able to manage multiple tasks and deadlines simultaneously.
• You have excellent attention to detail and enjoy working accurately.
• You take ownership and proactively follow up on outstanding actions.
• You communicate confidently with different stakeholders and build effective working relationships.
• You are comfortable working in a dynamic environment where priorities can change.
• Experience with vehicle administration, ownership transfer processes, or automotive operations is considered a plus.

What's in it for you?

At OPENLANE Europe, pay is determined based on role impact, experience, skills and internal fairness. In addition to the base salary, our package includes:

• Company bonus
• Comprehensive benefits package depending on the country of employment
• 22 days holiday
• Only roles that can be performed from an alternative work location are eligible for occasional remote work. In that case, working from home is allowed for up to a maximum of 1 day.
• Learning & development support
• Opportunity to work in a dynamic, international, and innovative environment

Are we the perfect match? Can you fulfill this vital function within our digital marketplace? Are you dedicated and able to communicate within a down-to-earth company where we highly believe in a can-do mentality?

Please take note that the recruitment interviews will take place in English.

OPENLANE is an equal opportunity employer. We embrace and celebrate diversity and are committed to creating an inclusive environment for all employees.