Office Assistant - Fixed Term (6 months)

Greenhouse Software, Inc.; Milano; On-site; EUR 22,000 - 26,000; Full time

Job summary

Scalapay is seeking an Office Assistant to be the primary contact for guests and employees while supporting internal events. This is a full-time, 100% on-site role at our Milan office.

You will welcome visitors, manage access, handle mail, and ensure health & safety compliance. Strong English (B2+) and MS Office skills are required; prior front-office experience is a plus.

Qualifications

• Experience as a receptionist or front-office role.
• Proficiency in English (B2+).
• Good knowledge of Google Suite and MS Office.
• Full-time, on-site work in Milan.

Responsibilities

• Manage the front desk independently, welcoming visitors and handling access keycards for employees and guests.
• Act as the primary point of contact for building policies and procedures, keeping employees informed and addressing general inquiries from both staff and visitors.
• Handle incoming and outgoing mail and packages, ensuring timely and accurate distribution.
• Take an active role in Health & Safety compliance under Legislative Decree 81/08, acting as first aid and fire prevention officer (training provided).
• Monitor and replenish office and kitchen supplies, liaising with suppliers when needed.
• Collect and follow up on facility issues, coordinating with general services and building management until they are resolved.
• Contribute to the planning and on-site execution of company events.

Skills

English B2+

Google Suite

MS Office

Front desk

Interpersonal skills

Tools

Word

Excel

PowerPoint

Job description

At Scalapay, we’re shaping a culture with high standards, independent and critical thought, innovation, ownership, and continuous learning. We operate in a fast-moving, tech-driven environment, and we’re looking for people who thrive in change, think boldly, and take initiative.

If you’re ready to put your potential to the test in a hiring process designed to spotlight exceptional talent, this is your chance to stand out and grow with one of Europe’s most ambitious fintech teams.

#MakeItHappen #PlayAsATeam #StayCurious #FocusOnCustomer.

The MISSION

We are looking for an Office Assistant who will serve as the primary point of contact for guests and employees, while also supporting internal events when needed.
Please note that this role requires full-time, 100% on-site presence (5 days a week) at our office.

You will:

• Manage the front desk independently, welcoming visitors and handling access keycards for employees and guests;
• Act as the primary point of contact for building policies and procedures, keeping employees informed and addressing general inquiries from both staff and visitors;
• Handle incoming and outgoing mail and packages, ensuring timely and accurate distribution;
• Take an active role in Health & Safety compliance under Legislative Decree 81/08, acting as first aid and fire prevention officer (training provided);
• Monitor and replenish office and kitchen supplies, liaising with suppliers when needed;
• Collect and follow up on facility issues, coordinating with general services and building management until they are resolved;
• Contribute to the planning and on-site execution of company events.

You’ll be great for this role if you have:

• A professional, welcoming attitude and strong interpersonal skills;
• Proficiency in English (B2+);
• Good knowledge of Google Suite and Microsoft Office Tools (Word, Excel, PowerPoint);
• At least 6 months of experience as a receptionist, office assistant or in a similar front-office role.

Recruitment Process:

• A quick chat with Talent Acquisition and Hiring Manager to dive deep into your experiences and better understand your motivation;
• An in-person meeting at our Milan office, where you'll get to know the team and see where you'd be working;
• A final chat with Simone (our CEO) where he will share and assess the Scalapay Values.

Expected gross annual base salary: EUR 24,000.

Super Pro tip:

we know that application processes can be scary and frustrating but… we look for talent, not people that tick all our boxes.

Legal Work Status in Italy * Select...

Please note that only candidates with a legal working status in Italy will be considered as we do not provide any sponsorship. Are you currently legally able to work in Italy?

Why do you think you are a fit for this role? *

We're lucky to receive a lot of CVs so we pay a lot of attention to what you share here: this is your chance to stand out with evidence, proof points and numbers

Would you be able to commute easily to our Milan office? * Select...

This position is on site, from Monday to Friday.

Do you have a native or near-native level in Italian (C1-C2)? * Select...

Do you have working proficiency in English (B2+ level)? * Select...

Be honest, part of the interview process is in English