Office Administrator & Administrative Specialist

Coralsun; Milano (TX); Hybrid; USD 35,000 - 43,000; Full time

Benefits offered by this job

Meal vouchers

Modern workspace

Job summary

Coralsun cerca un Office Administrator & Administrative Specialist per supportare le operazioni quotidiane presso la sede di Milano, con modello ibrido e presenza in ufficio.

Il ruolo prevede gestione di amministrazione, contabilità di base, HR back-office, logistica e gestione ordini tramite ERP. Si richiede esperienza 3–5 anni, ottima organizzazione e attenzione al dettaglio.

Qualifications

• 3–5 anni di esperienza in back-office o ruoli amministrativi.
• Fluente italiano e inglese professionale per coordinare con partner internazionali.
• Conoscenza strumenti cloud e ERP (Monday.com è un plus).

Responsibilities

• Gestione amministrativa, tesoreria di base e HR back-office.
• Invoicing e contabilità operativa: supporto invoice e ricevimento pagamenti.
• Gestione ordini e ERP; archiviazione digitale e filing strutturato.
• Contabilità e riconciliazioni: caricamento fatture e estratti conto.
• Pagamenti e cash flow: monitoraggio scadenze e solleciti cortesi.

Skills

Organizzazione

Attenzione ai dettagli

Problem solving proattivo

Multitasking

Tools

Google Workspace

OneDrive

SharePoint

Monday.com

Excel/Sheets

Job description

Office Administrator & Administrative Specialist

Milano MI, Italia

Job Type: Full Time

Workspace: The role is based in Milan with a hybrid working model, including regular presence in the office.

Benvenuto nel futuro dell'energia! Coralsun is part of the Sky Zestec Italy Group, an innovative and fast-growing player in the renewable energy sector backed by an international fund and holding shares in dedicated energy platforms. We specialize in the development, management, and optimization of PV solar plants, driving the energy transition forward. By combining technical expertise, sustainable practices, and structured asset management, we help businesses reduce their carbon footprint and transition to clean energy as well as developing and delivering new assets to add to our portfolio. We operate in a dynamic, collaborative, and entrepreneurial environment where agility, innovation, and sustainability are at the core of everything we do.

Cosa Farai

On behalf of our parent company, we are looking for an organized, proactive, and detail-oriented Office Administrator & Administrative Specialist to join our growing team. In this role, you will be the backbone of our daily operations, managing administrative processes, basic treasury, HR back-office, logistics, and order management through our ERP system (Monday.com). This is an excellent opportunity for a junior or mid-level professional who enjoys multitasking, thrives in a dynamic environment, and wants to take ownership of diverse administrative workflows.

Key Responsibilities

• Administrative, Invoicing & Treasury Management
• Invoicing & Operational Accounting: Support the preparation and issuance of outgoing invoices (including reporting and invoicing for energy generated by our PV plants) and collect/formally verify incoming invoices.
• Order & ERP Management: Support and monitor the order cycle and sales workflow within the company ERP.
• Digital Archiving: Maintain, structure, and update the digital archive (Google Workspace, Drive, OneDrive) with clear filing criteria, ensuring complete documentation.
• Accountancy Liaison: Classify and upload invoices and monthly bank statements to the cloud for the accountant (excluding those directly on SDI), facilitating monthly management accounts.
• Payments & Cash Flow: Manage invoice payments (corporate and project-related), monitor payment deadlines, track receivables, and handle polite payment reminders/solicitation.
• Reporting: Assist in processing simple management accounts for the monthly Steering Committee (Steerco) Report.
• HR Back-Office & Health and Safety (H&S)
• HR Administration & Consultants Liaison: Support bureaucratic requirements and coordinate with the accountant, labor consultant, and HR consultants, overseeing salary payments, TFR, and executive/management contributions.
• Onboarding & Team Support: Manage the administrative and documentary process for new hires and internships, including the archiving of personnel files and management of assigned company assets.
• Expense Reports: Support the preparation of expense reimbursements.
• Health & Safety (H&S): Manage recurring H&S documentation (medical examinations, training certificates, appointments for first aid/fire safety) and liaise with the external RSPP.
• Office Management, Logistics & Executive Support
• Office & Coworking Coordination: Manage day by day relations with our coworking provider and oversee small recurring orders.
• Travel & Logistics: Organize and book travel for employees and management via corporate tool.
• Daily Support: Manage calendars, schedule meetings and filter incoming communications for management only, and assist in organizing events, meetings, and workshops (both online and in-person).
• International Coordination: Act as a point of contact, coordinating smoothly with both Italian and international partners.
• Project Reporting & Grants/Tenders Support
• Project Reporting: Collect, organize, and match administrative documents (invoices, contracts, receipts, payment proofs) to prepare financial reporting dossiers for projects.
• Tenders & Subsidized Funding: Research and operationally support the management of tenders and grants for startups/companies.

Di Cosa Hai Bisogno

• Experience: 3 to 5 years of experience in back-office, administration, or secretarial roles, preferably in energy sector.
• Languages: Fluent Italian (native or bilingual) and professional working proficiency in English (written and spoken) to coordinate with international partners.
• Tools & Digital Literacy:
  • Proficiency with cloud platforms (Google Workspace/Drive, OneDrive, SharePoint).
  • Familiarity with collaborative/ERP tools (specifically Monday.com is a strong plus).
  • Good knowledge of Microsoft Excel / Google Sheets.
• Skills:
  • Strong organizational skills, ability to set up checklists, schedules, and simple operating procedures.
  • High level of precision, attention to detail, and confidentiality.
  • Proactive problem-solving attitude with the ability to work independently.

Cosa Offriamo

• A competitive salary up to €35,000 RAL (based on your actual experience) plus meal vouchers.
• A dynamic, collaborative, and international work environment.
• Professional growth opportunities in a structured yet fast-growing company.
• Modern workspace setup.

Cosa Ti Aspetta

Great teams and professional, friendly colleagues!