Office Administrator & Administrative Specialist

Coralsun; Milano; Ibrido; EUR 32.000 - 39.000; Tempo pieno

Vantaggi offerti da questo lavoro

Meal vouchers

Descrizione del lavoro

Coralsun in Milan offers an Office Administrator & Administrative Specialist role in a dynamic, hybrid setting. You will oversee invoicing, treasury and ERP workflows, while coordinating HR back-office activities, onboarding, and expense processing.

You will also manage office logistics, travel arrangements, and cross-border communications with Italian and international partners. A proactive, detail-driven multitasker will thrive here.

Competenze

• 3 to 5 years of experience in back-office, administration, or secretarial roles.
• Fluent Italian and professional English to coordinate with international partners.
• Experience with cloud platforms and ERP tools is a plus.
• Proficient in Microsoft Excel and Google Sheets.
• Able to manage invoicing, HR back-office tasks, and office logistics.

Mansioni

• Invoicing, treasury support, and operational accounting for energy projects.
• ERP order management and digital archiving of invoices and bank statements.
• HR back-office tasks including onboarding and expense reports.
• Office management, travel logistics, and executive scheduling.
• Coordinate with Italian and international partners on documents and reports.
• Support tenders and subsidized funding activities for projects.

Conoscenze

Strong organizational skills

Attention to detail

Proactive problem-solving

Confidentiality

Independent work

Strumenti

Monday.com

Google Workspace

OneDrive

SharePoint

Excel

Google Sheets

Descrizione del lavoro

Office Administrator & Administrative Specialist

The role is based in Milan with a hybrid working model, including regular presence in the office.

Coralsun is part of the Sky Zestec Italy Group, an innovative and fast-growing player in the renewable energy sector backed by an international fund and holding shares in dedicated energy platforms. We specialize in the development, management, and optimization of PV solar plants, driving the energy transition forward.

By combining technical expertise, sustainable practices, and structured asset management, we help businesses reduce their carbon footprint and transition to clean energy as well as developing and delivering new assets to add to our portfolio.

We operate in a dynamic, collaborative, and entrepreneurial environment where agility, innovation, and sustainability are at the core of everything we do.

On behalf of our parent company, we are looking for an organized, proactive, and detail-oriented Office Administrator & Administrative Specialist to join our growing team. In this role, you will be the backbone of our daily operations, managing administrative processes, basic treasury, HR back-office, logistics, and order management through our ERP system ( Monday.com ).

This is an excellent opportunity for a junior or mid-level professional who enjoys multitasking, thrives in a dynamic environment, and wants to take ownership of diverse administrative workflows.

Key Responsibilities

1. Administrative, Invoicing & Treasury Management

Invoicing & Operational Accounting: Support the preparation and issuance of outgoing invoices (including reporting and invoicing for energy generated by our PV plants) and collect/formally verify incoming invoices.

Order & ERP Management: Support and monitor the order cycle and sales workflow within the company ERP.

Digital Archiving: Maintain, structure, and update the digital archive (Google Workspace, Drive, OneDrive) with clear filing criteria, ensuring complete documentation.

Accountancy Liaison: Classify and upload invoices and monthly bank statements to the cloud for the accountant (excluding those directly on SDI), facilitating monthly management accounts.

Payments & Cash Flow: Manage invoice payments (corporate and project-related), monitor payment deadlines, track receivables, and handle polite payment reminders/solicitation.

Reporting: Assist in processing simple management accounts for the monthly Steering Committee (Steerco) Report.

2. HR Back-Office & Health and Safety (H&S)

HR Administration & Consultants Liaison: Support bureaucratic requirements and coordinate with the accountant, labor consultant, and HR consultants, overseeing salary payments, TFR, and executive/management contributions.

Onboarding & Team Support: Manage the administrative and documentary process for new hires and internships, including the archiving of personnel files and management of assigned company assets.

Expense Reports: Support the preparation of expense reimbursements.

Health & Safety (H&S): Manage recurring H&S documentation (medical examinations, training certificates, appointments for first aid/fire safety) and liaise with the external RSPP .

3. Office Management, Logistics & Executive Support

Office & Coworking Coordination: Manage day by day relations with our coworking provider and oversee small recurring orders.

Travel & Logistics: Organize and book travel for employees and management via corporate tool.

Daily Support: Manage calendars, schedule meetings and filter incoming communications for management only, and assist in organizing events, meetings, and workshops (both online and in-person).

International Coordination: Act as a point of contact, coordinating smoothly with both Italian and international partners.

Project Reporting: Collect, organize, and match administrative documents (invoices, contracts, receipts, payment proofs) to prepare financial reporting dossiers for projects.

Tenders & Subsidized Funding: Research and operationally support the management of tenders and grants for startups/companies.

Experience:

3 to 5 years of experience in back-office, administration, or secretarial roles, preferably in energy sector.

Languages:

Fluent Italian (native or bilingual) and professional working proficiency in English (written and spoken) to coordinate with international partners.

Tools & Digital Literacy:

Proficiency with cloud platforms (Google Workspace/Drive, OneDrive, SharePoint).

Familiarity with collaborative/ERP tools (specifically Monday.com is a strong plus).

Good knowledge of Microsoft Excel / Google Sheets.

Skills:

Strong organizational skills, ability to set up checklists, schedules, and simple operating procedures.

High level of precision, attention to detail, and confidentiality.

Proactive problem-solving attitude with the ability to work independently.

Cosa offriamo:

A competitive salary up to €35,000 RAL (based on your actual experience) plus meal vouchers.

A dynamic, collaborative, and international work environment.

Professional growth opportunities in a structured yet fast-growing company.

Modern workspace setup.

Great teams and professional, friendly colleagues!