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Chaberton Professionals, a division of Chaberton Partners specializing in the recruitment and selection of Middle and Top Management profiles, for an International company, is recruiting an Office Manager for a maternity cover starting from September.
As Office Manager you will be responsible for ensuring the smooth day-to-day running of administrative functions, maintaining a positive and efficient work environment, and providing support to colleagues in Milan, across Europe, and in the APAC region.
This role combines administrative oversight with responsibilities of office management and human resources point of contact.
Key Responsibilities:
* Administrative Oversight: Manage daily office operations, including scheduling meetings, handling correspondence, and maintaining office supplies.
* Coordinate office maintenance and ensure compliance with safety regulations.
* Human Resources Support: liaise with HR departments, coordinate onboarding / off boarding processes, maintain employee records.
Onboarding:
* When there is a new hire, HR Bologna notifies the Office Manager (O.M)
* O.M receives the work equipment that IT sends from Bologna (DHL).
* O.M welcomes the candidate on their first day and hands over the IT equipment.
* O.M sends by email the onboarding documents signed by the new employee (HR shares the documents with the new employee, and the O.M is responsible for sending them to Bologna once signed).
* O.M shares information about office procedures with the new employee:
Lunch – there is a lunch service on the first floor; O.M provides the new employee’s email to the provider. The provider sends the menu by email to the employees, and each person orders their meal. At the end of the day, O.M receives the summary of orders. The budget is €14 per day per person. In case of meetings with visitors from other countries, the O.M coordinates catering with a different provider.
Parking – the procedure is sent by email; each person must book their parking spot.
Offboarding:
* Collects the work equipment and sends it by DHL to IT Bologna.
Other tasks:
Supports Admine with payment of invoices/services in Milan.
Help finance to maintain the employee records for the assignment of the service fee (the procedure is changing, so it may no longer be necessary, TBC with Tax Director).
Regarding leaves/payroll, employees manage these directly with HR.
Point of contact for the headquarter offices in Milan.
Qualifications:
* Experience: 3–5 years of experience in office management or a related administrative role.
* Education: Bachelor's degree in business administration, Accounting, or a related field preferred.
Skills:
* Proficiency in Microsoft Office Suite.
* Strong organisational and communication skills.
* Fluency in both Italian and English.
Preferred Attributes
* Familiarity with Italian administrative procedures.
* Ability to work under pressure, independently, and with initiative.
* Standing and ability to manage high level relationship
Offer: one year of contract starting from July or September
Salary: between 35.000€/45.000 € based on the experience gained + paid lunches
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Beverage Manufacturing
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