REF. 3738: OFFICE MANAGER

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

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