Operations & Office Coordinator (Italian/English)

Gruppo TecnoFerrari S.p.A.; Chicago (IL); On-site; USD 42,000 - 58,000; Full time

Job summary

Gruppo TecnoFerrari S.p.A. is seeking a proactive Junior Operations & Office Coordinator to support the daily activities of our U.S. branch in Chicago.

The role covers administrative, operational, and coordination tasks in a growing environment, requiring English and Italian fluency for effective communication with HQ and international partners.

Qualifications

• 1–3 years of experience in administrative, back office, or operations support roles.
• Fluency in English and Italian (both written and spoken).
• Strong organizational and multitasking skills.
• Good communication and interpersonal abilities.

Responsibilities

• Prepare and manage quotations for spare parts.
• Process customer orders and track their progress.
• Coordinate with suppliers to ensure timely delivery.
• Issue invoices and monitor payments; follow up on overdue accounts.

Job description

We are seeking a proactive and detail-oriented Junior Operations & Office Coordinator to support the daily activities of our U.S. branch (Chicago - USA).

This role is ideal for a flexible, hands‑on professional who can manage administrative, operational, and coordination tasks in a growing environment. The position requires both English and Italian to ensure effective communication with our headquarters and international partners.

Key Responsibilities

Spare Parts & Order Management

• Prepare and manage quotations for spare parts
• Process customer orders and track their progress
• Coordinate with suppliers to ensure timely delivery
• Communicate order status updates to customers

Invoicing & Payment Follow-up

• Issue invoices and maintain accurate records
• Monitor incoming payments and follow up on overdue accounts
• Coordinate with suppliers regarding invoices and payment status

Administrative & Back Office Activities

• Maintain organized documentation (orders, invoices, suppliers)
• Support basic accounting coordination with HQ or external accountants
• Ensure accuracy and consistency of internal records

Service & Travel Coordination

• Plan and organize travel for field technicians (flights, rental cars, accommodations)
• Coordinate service schedules and technician availability
• Support logistics for on‑site interventions

Commercial Support

• Schedule meetings and appointments for the sales team
• Support preparation of offers and commercial documentation
• Act as a liaison between customers, sales, and operations

Trade Shows & Events Support

• Support communication and coordination related to trade shows
• Assist with logistics and organization of company participation
• Be available for occasional travel to events (up to 15 days per year)

Requisiti minimi

Qualifications

• 1–3 years of experience in administrative, back office, or operations support roles
• Fluency in English and Italian (both written and spoken)
• Strong organizational and multitasking skills
• Good communication and interpersonal abilities
• Basic understanding of invoicing and financial processes
• Proficiency in Microsoft Office (Excel required)
• Experience with ERP/CRM systems is a plus

Key Competencies

• Proactive and hands‑on attitude
• Attention to detail
• Ability to manage multiple priorities
• Problem‑solving mindset
• Team‑oriented with a customer‑focused approach