Administrative & Operations Coordinator

Job Title:

Administrative & Operations Coordinator Location:

Italy

Role & Responsibilities The Administrative & Procurement Coordinator will manage purchasing activities, handle logistics and export documentation, maintain inventory, and oversee all administrative tasks of the company. This role also coordinates HR and accounting activities in collaboration with the Italian HR and accounting firm to support operations in Italy.

Day-to-Day Administrative Tasks Manage office operations, including ordering supplies and maintaining records. Process incoming and outgoing correspondence, emails, and phone calls. Coordinate meetings, travel arrangements, and schedules for management and staff. Support HR activities, including employee record-keeping and communication with external HR consultants. Assist with accounting tasks such as invoice processing and expense tracking in coordination with the accounting firm. Maintain an organized filing system for contracts, financial records, and company documentation. Act as a point of contact for internal and external stakeholders regarding administrative inquiries. Procurement & Supplier Management Execute purchasing activities in line with company procedures. Ensure timely payments to suppliers. Identify and qualify new suppliers when needed. Maintain relationships with existing suppliers to ensure quality and cost efficiency. Manage CAPEX procedures and documentation as required. Logistics & Export Compliance Prepare and issue transportation documents for shipments to suppliers and customers. Manage export documentation, including invoices and packing lists, for engines and components dispatched abroad. Liaise with Italian customs staff for necessary clearances and compliance. Coordinate with forwarders and carriers to ensure timely and efficient deliveries. Inventory & Waste Management Maintain an up-to-date inventory of materials, components, and finished goods. Ensure proper disposal of special waste, adhering to regulations and company procedures. Compliance & Safety Follow company safety procedures and coordinate with Italian HSE consultant for compliance matters. Ensure adherence to environmental and workplace safety regulations.

Candidate Profile The ideal candidate is highly organized and proactive, with a strong background in administrative and procurement tasks, ideally within the manufacturing or engineering sector.

Qualifications & Experience Diploma or Bachelor’s degree in Business Administration, Supply Chain Management, or a related field (preferred but not mandatory). Minimum of 3 years of experience in procurement, logistics, or administrative roles. Experience with international trade regulations and export documentation is a plus. Familiarity with Italian customs procedures and freight forwarding.

Skills & Competencies Strong organizational and multitasking abilities. Excellent communication and negotiation skills. Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP systems. Fluency in Italian and English (written and spoken) is essential. Ability to work independently and manage multiple tasks simultaneously.

Employment Type:

Part-time