Office Coordinator with HR Administration

Firefly; Genova; On-site; EUR 30,000 - 50,000; Full time

Job summary

Firefly in Genoa is seeking an Office Coordinator to manage office operations and HR administration. The ideal candidate will support daily administrative processes within an international technology company and collaborate closely with management.

The role requires strong organizational skills and fluency in Italian and English. Experience in payroll administration and event coordination will be an advantage. Join us for a varied role and development opportunities within a supportive team culture.

Qualifications

• Experience in HR administration and/or office administration.
• Strong organizational and administrative skills.
• Ability to work independently and manage multiple stakeholders.
• Good knowledge of Microsoft Office.
• Fluent in Italian and good command of English.

Responsibilities

• Manage office administration and day-to-day operations.
• Procure office supplies and equipment.
• Coordinate trade fairs, events, and internal activities.
• Organize business travel and accommodation.
• Liaise with public authorities and suppliers.
• Provide HR and Personnel administration support.
• Prepare payroll-related documentation.
• Manage customer invoicing for services.
• Support onboarding and offboarding processes.
• Coordinate occupational health and safety training.

Skills

HR administration

Office administration

Strong organizational skills

Communication skills

Microsoft Office

Fluent Italian

English proficiency

Job description

Start date: By agreement

Are you looking for a broad and varied role where office coordination and HR administration come together within an international technology company? We are now seeking a structured, reliable, and service-oriented Office Coordinator to join our team in Genoa and support our operations in Italy.

About the role

In this role, you will take overall responsibility for office operations and internal administrative support. You will work closely with both management and employees to ensure that all administrative processes run smoothly, efficiently, and in a highly professional manner within a dynamic international environment.

You will be part of our Italian team of five and play an important role in supporting the business and contributing to our continued growth in Italy. In this role, you will work closely with our CFO and HR Manager, both based at our headquarters in Stockholm, while reporting directly to your manager in Italy.

Your responsibilities will include:

• Office administration and day-to-day office management
• Procurement of office supplies and equipment
• Coordination of trade fairs, events, and internal activities
• Organisation of business travel, accommodation, and travel documentation
• Liaising with public authorities, suppliers, and external partners
• HR and Personnel administration support
• Preparation and coordination of payroll-related documentation
• Customer invoicing for locally provided services and spare parts
• Management of employment documentation, onboarding, and offboarding
• Coordination of occupational health & safety training and medical checks
• Administrative support to other departments as required

Who you are

We are looking for a proactive and well‑organised professional who enjoys working in a broad role with multiple responsibilities. You are structured, service‑minded, and able to manage several tasks simultaneously in a fast‑paced environment.

You take ownership of your work, communicate clearly, and enjoy supporting both people and business operations.

We believe you have:

• Experience in HR administration and/or office administration
• Strong organisational skills and administrative skills
• Ability to work independently and manage multiple stakeholders
• Good knowledge of Microsoft Office
• Fluent Italian and good command of English, both written and spoken

Experience in payroll administration, international organisations or event coordination is considered a strong advantage.

What we offer

At Firefly, you will join an international company characterised by short decision‑making paths, strong collaboration, and a supportive team culture. We offer a varied role with the opportunity to grow and develop together with the business.

We value commitment, responsibility, and teamwork, and strive to create a workplace where people enjoy working and contributing together.

Firefly in brief

Firefly is a Swedish corporate group providing industrial fire prevention and protection systems to the global process industry. Since 1973, we have specialised in customised system solutions of the highest technical standard and quality.

Our headquarters is located in Stockholm. We operate globally, with sales in more than 90 countries through direct operations and distributors and we in total 170 employees.

Firefly has also subsidiaries in Poland and the United States.

Learn more at firefly.se.

How to apply

We review applications on a rolling basis and look forward to hearing from you. Please submit your CV and cover letter via our online application form in English.