Office Manager – Milan, Italy

VGP NV; Milano; Hybrid; EUR 36,000 - 54,000; Full time

Job summary

VGP NV’s Italian office in Sesto San Giovanni (Milan) is seeking an Office Manager to ensure smooth running of the office and to improve company procedures and day-to-day operations. You will organise administration and support internal communication.

The ideal candidate has experience with a wide range of administrative and executive support tasks, can work independently, and is well organized and flexible to support a diverse team.

Qualifications

• Proven experience as an Office Manager or Front Office Manager.
• Knowledge of office administration responsibilities, systems and procedures.
• Knowledge of HR management practices and procedures.
• Proficiency in MS Office.
• Excellent time management and multitasking abilities.
• Attention to detail and strong problem-solving skills.
• Excellent written and verbal communication.
• Strong organisational and planning skills in a fast-paced environment.
• Creative mindset and ability to suggest improvements.
• Strong sense of responsibility and discretion.
• Fluent Italian and English, written and spoken.

Responsibilities

• Act as the point of contact for maintenance, mail, shipping, supplies, equipment, invoices, and errands
• Book travel and accommodation
• Work with HQ to maintain office policies as needed
• Organise office operations and procedures and make sure they run efficiently
• Coordinate with the IT department on all office equipment
• Manage contracts and negotiations with office suppliers and services providers
• Welcome and assist visitors
• Provide general support to the Country Managers and the Italian team
• Help the marketing and commercial teams organise company events and conferences
• Assist in marketing and PR topics
• Support the administration and finance team during accounting closures
• Help the Italian team manage the ERP software and keep it up to date

Skills

Office management

Time management

Communication

Organisational skills

HR understanding

Fluent Italian/English

Tools

MS Office

Job description

Our rapidly expanding VGP Italian branch is looking for an Office Manager to ensure the smooth running of the office and to help to improve and maintain company procedures and day-to-day operations. The Office Manager will organise and coordinate office administration and procedures to ensure organisational efficiency, and will play a key role in internal communication and in streamlining administrative processes.

The ideal candidate has experience with a wide range of administrative and executive support tasks and can work independently and responsibly. They are well organised and flexible, and enjoy the challenges of supporting a diverse team.

The candidate will work from the Italian office in Sesto San Giovanni (Milan) and will report to the Country Managers.

Responisbilities and Duties

• Act as the point of contact for maintenance, mail, shipping, supplies, equipment, invoices, and errands
• Book travel and accommodation
• Work with HQ to maintain office policies as needed
• Organise office operations and procedures and make sure they run efficiently
• Coordinate with the IT department on all office equipment
• Manage contracts and negotiations with office suppliers and services providers
• Welcome and assist visitors
• Provide general support to the Country Managers and the Italian team
• Help the marketing and commercial teams organise company events and conferences
• Assist in marketing and PR topics
• Support the administration and finance team during accounting closures
• Help the Italian team manage the ERP software and keep it up to date

Skills, Knowledge, and Experience

• Proven experience as an Office Manager or Front Office Manager
• Knowledge of office administration responsibilities, systems and procedures
• Knowledge of HR management practices and procedures
• Proficiency in MS Office
• Excellent time management skills and the ability to multitask and prioritise
• Attention to detail and strong problem-solving skills
• Excellent written and verbal communication skills
• Strong organisational and planning skills in a fast-paced environment
• A creative mindset and the ability to suggest improvements
• A strong sense of responsibility and discretion
• Fluent Italian and English, written and spoken

General Conditions and Remuneration

• Contract type: permanent