Milan-Based Coordination Assistant - 6-Month Contract

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

Job summary

Fulkrum in Milan is seeking a proactive Coordination Assistant on a fixed 6-month contract to join our dynamic team. You will support the Coordination group with administrative tasks, manage enquiries, and keep client and inspector data up to date in our systems.

You will also source candidates, prepare client timesheets, review invoices, and assist during urgent situations. A strong command of MS Office and excellent English are essential for success in this role.

Qualifications

• Excellent time management and efficiency.
• Proficiency in spoken and written English, including reading comprehension.
• 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.
• 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 situations when required.
• Contact Technical Personnel for up-to-date certificates and CVs.
• Formatting inspector CVs to maintain professional standards.
• Book meetings for managers and colleagues, ensuring smooth scheduling.
• Manage incoming calls and draft correspondence.
• Take minutes during meetings and handle 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 (spoken & written)

Attention to detail

Instruction reading ability

Administrative skills

Organizational skills

Communication skills

Team collaboration

AI utilisation knowledge

Tools

MS Office

Job description

Fulkrum in Milan is seeking a proactive Coordination Assistant on a fixed 6-month contract to join our dynamic team. You will support the Coordination group with administrative tasks, manage enquiries, and keep client and inspector data up to date in our systems.

You will also source candidates, prepare client timesheets, review invoices, and assist during urgent situations. A strong command of MS Office and excellent English are essential for success in this role.