Administrative & Operations Coordinator

LevelUP HCS; Roma; In loco; EUR 10.000 - 30.000; Part-time

Descrizione del lavoro

A logistics company in Italy is seeking a part-time Administrative & Operations Coordinator to manage office operations, coordinate meetings, and oversee procurement activities. The ideal candidate will have at least 3 years of experience in procurement or logistics, along with strong organizational skills and fluency in both Italian and English. This role offers a dynamic environment with opportunities to engage in various administrative and operational functions in an innovative team.

Competenze

• Minimum of 3 years of experience in procurement, logistics, or administrative roles.
• Experience with international trade regulations and export documentation is a plus.
• Familiarity with Italian customs procedures and freight forwarding.

Mansioni

• Manage office operations, including ordering supplies and maintaining records.
• Coordinate meetings, travel arrangements, and schedules for management and staff.
• Execute purchasing activities in line with company procedures.
• Prepare and issue transportation documents for shipments.

Conoscenze

Strong organizational and multitasking abilities

Excellent communication and negotiation skills

Proficiency in Microsoft Office (Excel, Word, Outlook)

Fluency in Italian and English (written and spoken)

Formazione

Diploma or Bachelor’s degree in Business Administration, Supply Chain Management, or related field

Strumenti

ERP systems

Descrizione del lavoro

Job Title

Administrative & Operations Coordinator

Location

Como, Lombardy, Italy

Role & Responsibilities

Day-to-Day Administrative Tasks

Manage office operations, including ordering supplies and maintaining records.

Process incoming and outgoing correspondence, emails, and phone calls.

Coordinate meetings, travel arrangements, and schedules for management and staff.

Support HR activities, including employee record‑keeping and communication with external HR consultants.

Assist with accounting tasks such as invoice processing and expense tracking in coordination with the accounting firm.

Maintain an organized filing system for contracts, financial records, and company documentation.

Act as a point of contact for internal and external stakeholders regarding administrative inquiries.

Procurement & Supplier Management

Execute purchasing activities in line with company procedures.

Ensure timely payments to suppliers.

Identify and qualify new suppliers when needed.

Maintain relationships with existing suppliers to ensure quality and cost efficiency.

Manage CAPEX procedures and documentation as required.

Logistics & Export Compliance

Prepare and issue transportation documents for shipments to suppliers and customers.

Manage export documentation, including invoices and packing lists, for engines and components dispatched abroad.

Liaise with Italian customs staff for necessary clearances and compliance.

Coordinate with forwarders and carriers to ensure timely and efficient deliveries.

Inventory & Waste Management

Maintain an up-to-date inventory of materials, components, and finished goods.

Ensure proper disposal of special waste, adhering to regulations and company procedures.

Compliance & Safety

Follow company safety procedures and coordinate with Italian HSE consultant for compliance matters.

Ensure adherence to environmental and workplace safety regulations.

Candidate Profile

The ideal candidate is highly organized and proactive, with a strong background in administrative and procurement tasks, ideally within the manufacturing or engineering sector.

Qualifications & Experience

Diploma or Bachelor’s degree in Business Administration, Supply Chain Management, or a related field (preferred but not mandatory).

Minimum of 3 years of experience in procurement, logistics, or administrative roles.

Experience with international trade regulations and export documentation is a plus.

Familiarity with Italian customs procedures and freight forwarding.

Skills & Competencies

Strong organizational and multitasking abilities.

Excellent communication and negotiation skills.

Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP systems.

Fluency in Italian and English (written and spoken) is essential.

Ability to work independently and manage multiple tasks simultaneously.

Employment Type

Part-time