Coordination Assistant

Fulkrum; Lombardia; On-site; EUR 23,000 - 27,000; Full time

Benefits offered by this job

Social budget

Refer-a-friend scheme

Reward programs

Job summary

Fulkrum in Milan is seeking a motivated Coordination Assistant on a fixed-term six-month contract to join our dynamic team. The role involves supporting the Coordination team with administrative tasks, handling inquiries, updating client and inspector data, and preparing client timesheets.

You will source candidates, review invoices, book meetings, draft correspondence, and provide backup support during urgent situations.

Qualifications

• Excellent time management and efficiency.
• Proficiency in spoken and written English, including reading comprehension is required.
• Ability to meet deadlines and keen eye for detail.
• Must be able to read and interpret instructions carefully.
• Extensive working knowledge of MS Office programs.
• Strong Administration skills

Responsibilities

• Support the Coordination team with all administrative and coordination tasks.
• Handle internal and external office enquiries efficiently.
• Regularly update our database with client and inspector data and reports.
• Source candidates in line with client requirements.
• Prepare and manage client timesheets for the QCC.
• Review and approve inspectors’ invoices in a timely manner.
• Provide backup coordination support during urgent or emergency situations when assistance is required by the lead QC coordinator.
• Contact Technical Personnel for up-to-date certificates and CV’s
• Formatting inspector CVs to maintain professional standards
• Book meetings for managers and colleagues, ensuring smooth scheduling
• Manage incoming calls and draft correspondence
• Taking minutes during meetings and handle various day-to-day administrative tasks
• Plan and arrange social events and team-building activities with local managers
• Support the Accounts team with AP/AR enquiries

Skills

Time management

English proficiency

Attention to detail

MS Office

Administration

Multi-tasking

AI utilization

Job description

Fulkrum is a global leader in inspection, expediting, auditing, and technical staffing services, delivering exceptional solutions to the energy, engineering, and construction industries for over 14 years. Headquartered in the UK, we have established a strong presence across six continents, serving more than 300 clients worldwide.

Our commitment to excellence has been recognised with prestigious awards, including the King's Award for Enterprise in International Trade (2023), the People and Competency Award at the EIC Awards (2023), and the Scale-Up Award at the WESCA North America Awards (2024). Most recently, Fulkrum was named the 2025 winner in the People, Culture & Optimisation category at the EIC North & Central America Regional Awards.

Our Milan Office is currently seeking a highly motivated Coordination Assistant on a fixed 6 month fixed term contract to join our dynamic team.

Key Responsibilities and Duties

• Support the Coordination team with all administrative and coordination tasks
• Handle internal and external office enquiries efficiently
• Regularly update our database with client and inspector data and reports
• Conduct research on behalf of managers as needed
• You will be expected to ensure that the database is up to date, and to input client/inspector data and reports into the system on a regular basis
• Source candidates in line with client requirements
• Prepare and manage client timesheets for the QCC
• Review and approve inspectors’ invoices in a timely manner
• Provide backup coordination support during urgent or emergency situations when assistance is required by the lead QC coordinator.
• Contact Technical Personnel for up-to-date certificates and CV’s
• Formatting inspector CVs to maintain professional standards
• Book meetings for managers and colleagues, ensuring smooth scheduling
• Manage incoming calls and draft correspondence
• Taking minutes during meetings and handle various day-to-day administrative tasks
• Plan and arrange social events and team-building activities with local managers
• Support the Accounts team with AP/AR enquiries

Skills and Qualifications:

• Excellent time management and efficiency
• Proficiency in spoken and written English, including reading comprehension is required
• Ability to meet deadlines and keen eye for detail
• Must be able to read and interpret instructions carefully
• Extensive working knowledge of MS Office programs
• Strong Administration skills

Personal Skills:

• Organisational skills and ability to multi-task
• Excellent communication skills
• Strong team ethics
• Knowledge of AI utilisation is desired
• Working flexibly providing continued support to Fulkrum team where required

Salary and Performance Incentive:

We offer a competitive annual salary ranging from €23,000-27,000.00 gross, dependent on experience, expertise, and demonstrated capability.

Why Join Us?

This is an exciting opportunity for a driven Coordination Assistant to showcase their expertise in a supportive and collaborative environment. At Fulkrum, you’ll make a tangible impact while advancing your career in the thriving global business sector.

We offer a fantastic working environment with a highly engaged team and consistently high eNPS scores. Fulkrum's success in attracting new clients and expanding our global footprint is a testament to our excellence and dedication. We have regular reward and recognition initiatives, a social budget, and a refer-a-friend scheme to ensure our team feels valued and motivated.

Join us to be part of a high-performing team with ample opportunities for skill enhancement and development. Be a part of our success story and contribute to our continued growth and innovation.