O&M Administrative Specialist – Project Docs & Logistics

Metlen Energy & Metals Plc; Milano; Hybrid; EUR 32,000 - 42,000; Full time

Job summary

Metlen Energy & Metals in Milan, Italy, is seeking an O&M Administrator to join the M Renewables team. The role supports the O&M Manager with administrative tasks and manages project documentation to ensure timely completion of processes.

You will handle invoices, purchase orders, and supplier/subcontractor documentation, coordinate travel and logistics, and liaise with Finance and Procurement to keep administrative and financial workflows running smoothly.

Qualifications

• 2–3 years of experience in an administrative support, project administration, technical secretarial or logistical role.
• Good knowledge of Microsoft Office, particularly Excel. SAP and administrative tools.
• Ability to manage administrative documentation while ensuring accuracy, organization and compliance with deadlines.
• Strong attention to detail and excellent organizational skills.
• Ability to manage multiple tasks simultaneously and prioritize activities effectively.
• Good interpersonal and communication skills, with the ability to work in a multicultural team environment.
• Good command of both Italian and English.

Responsibilities

• Support the O&M team with the day-to-day administrative activities related to O&M projects.
• Manage and maintain project documentation, ensuring that all records are accurately organized and stored within SharePoint and other company systems.
• Monitor, organize and archive administrative documentation, including invoices, purchase orders, accounting documents and other project-related records.
• Support the Project Manager in collecting and verifying the documentation required for the approval and payment processes of suppliers and subcontractors.
• Prepare and submit administrative documentation, including formal communications, certified emails (PEC), and documentation required by external authorities and project stakeholders.
• Monitor and maintain all documentation related to payment processes, ensuring that invoices and supporting documents are complete and properly filed.
• Support the logistical organization of field technicians, including travel arrangements and other operational requirements.
• Support the logistical organization of spare parts on site and maintain the records updated.
• Organize/arrange local subcontractors/providers, request of quotations and offer according to the needs of the site/team.
• Liaise with the Finance and Procurement departments to ensure the smooth execution of administrative and financial processes related to O&M projects.

Skills

Attention to detail

Organizational skills

Communication skills

Italian & English

Multicultural teamwork

Tools

Microsoft Office

Excel

SAP

SharePoint

Job description

Metlen Energy & Metals in Milan, Italy, is seeking an O&M Administrator to join the M Renewables team. The role supports the O&M Manager with administrative tasks and manages project documentation to ensure timely completion of processes.

You will handle invoices, purchase orders, and supplier/subcontractor documentation, coordinate travel and logistics, and liaise with Finance and Procurement to keep administrative and financial workflows running smoothly.