REF. 3738 : OFFICE MANAGER

Arethusa; Milano; In loco; EUR 40.000 - 55.000; Tempo pieno

Descrizione del lavoro

An innovative Italian Medtech Company in Milan is seeking an experienced Office Manager to support the executive team and manage office-related activities. The role includes handling accounting support, coordinating recruitment processes, and overseeing documentation. Ideal candidates will have over 5 years of relevant experience, strong bilingual communication skills, and proficiency in office software. Competitive compensation is offered.

Competenze

• Minimum 5 years of proven experience as an Office Manager or similar role.
• Excellent time management skills and ability to multitask and prioritize.
• Proactive, open-minded, and reliable.

Mansioni

• Support accounting activities with an external provider.
• Contribute to grant-related project activities and documentation.
• Oversee recruitment and onboarding administrative duties.
• Support Quality department with QMS documentation.
• Coordinate contracts and price negotiations with vendors.
• Manage digital and physical documentation archiving.
• Manage centralized company purchases.
• Prepare shipping documents for suppliers and customers.
• Complete and maintain regulatory registers.
• Support Board of Directors and Shareholders meetings.
• Manage incoming calls and client reception.

Conoscenze

Time management skills

Multitasking

Proactivity

Verbal communication skills in English

Verbal communication skills in Italian

Knowledge of Office Manager systems

Strumenti

Excel

Powerpoint

Mac Keynote

Descrizione del lavoro

Client : Innovative Italian Medtech Company

Position description : The Office Manager will report directly to the Chief Executive Officer and will support the team in office management related activities while also assisting the entire management team on broader administrative tasks.

Duties and responsibilities :

• Support – in partnership with an external provider – with accounting activities;
• Contribute to the activities related to projects funded through grants, ensuring the timely preparation of all required administrative documentation;
• Contribute to recruitment and onboarding processes, overseeing related administrative duties and ensuring timely support for employees’ office management needs;
• Support the Quality department in uploading and updating documents in the QMS software;
• Coordinate and track contracts, NDAs and price negotiations with office vendors and service providers;
• Collaborate in the digital and physical archiving of all documentation within their area of responsibility, ensuring proper organization, accessibility, and compliance with company procedures;
• Manage company purchases in a centralized manner ensuring efficiency, traceability, and optimization of procurement processes;
• Prepare delivery notes and accompanying shipping documents for materials sent to Italian and international suppliers and customers;
• Complete and maintain regulatory registers (alcohol and waste) and ensure timely submission of the related documentation to the relevant authorities;
• Support and coordinate activities related to Board of Directors and Shareholders meetings, including preparation or collection of required documentation pre and post-meetings;
• Manage the incoming calls, the reception of clients and guests and the internal communication flows.

Requirements :

• Proven experience (minimum 5-year) as an Office Manager, Front Office Manager or Administrative Assistant. Knowledge of Office Manager responsibilities, systems and procedures;
• Excellent time management skills and ability to multitask and prioritize work;
• Proactive, open-minded and reliable person;
• Excellent English & Italian written and verbal communication skills;
• Proficiency in Office (Excel and Powerpoint, in particular) or Mac Keynote.

Work location : Northern Milan area