Administration Specialist

OPENLANE, Inc.; Milano; Hybrid; EUR 28,000 - 38,000; Full time

Benefits offered by this job

Company bonus

Comprehensive benefits package

22 days holiday

Hybrid/remote work option (up to 1 day

Learning & development support

International environment

Job summary

OPENLANE Europe is seeking an Administration Specialist to support our Italian operations in Milan, Italy. This fixed-term contract role focuses on vehicle ownership transfers, deregistration processes, and document management across international teams.

You will coordinate with agencies, suppliers, and sellers, ensuring timely completion of tasks while maintaining accuracy and compliance. The ideal candidate is highly organized, detail-oriented, and fluent in Italian with professional English.

Qualifications

• Fluent Italian and professional English (written and spoken).
• Experience in administrative, operational, or customer support roles.
• Highly organized with ability to manage multiple tasks and deadlines.
• Strong attention to detail and proactive ownership.
• Able to communicate confidently with diverse stakeholders.

Responsibilities

• Monitor vehicle ownership transfers and deregistrations with timely docs.
• Coordinate ownership transfers with agencies and sellers.
• Track status of transfer cases and assign agencies.
• Maintain contact with international colleagues on progress.
• Communicate with suppliers and sellers to ensure proper docs.
• Check daily vehicle documents and register in systems.
• Prepare and coordinate shipment of documents to international customers.
• Coordinate shipment of documents and plates with Hub.
• Follow up on outstanding cases and missing docs.
• Provide admin support for additional transactions and docs.

Skills

Italian language

English language

Organizational skills

Attention to detail

Ownership mindset

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 are we looking for?

OPENLANE Europe is looking for a detail-oriented and proactive Administration Specialist to support our Italian operations in Milan, Italy. This position is offered on a fixed-term contract, with the possibility of extension based on business needs.

As an Administration Specialist for Italy, you will be responsible for the smooth administrative handling of vehicle transactions, with a strong focus on ownership transfers, vehicle deregistration processes, and document management.

This role requires excellent organizational skills, attention to detail, and the ability to coordinate effectively with internal and external stakeholders. You'll work closely with agencies, suppliers, sellers, and international colleagues to ensure administrative processes are completed accurately and on time.

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?

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