United Safety is looking to hire an Operations Administrator for our operations in Italy.
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Only those with citizenship of Italy or work permit for Italy are invited to apply.
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ROLE SUMMARY
\nWe are seeking a highly organised, proactive, and bilingual Operations Administrator to support senior management and cross-functional teams. This role is central to the smooth day-to-day running of the company, combining executive administration, travel management, document control, HR support, and active participation in the procurement process.\n
KEY RESPONSIBILITIES
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1. Timesheet & HR Administration
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- Collect and maintain an accurate record of staff timesheets on a regular basis.
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- Send timely reminders to staff to ensure on-time submission.
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- Support HR and administrative offices (including Dubai) with documentation required for personnel processes.
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- Transcribe minutes of meetings and produce related reports, including data analysis and staff turnover statistics.
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- Monitor and manage the renewal deadlines of personnel documents: identity documents, work permits, certificates, and passports.
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1. Travel & Business Trip Management
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- Organise and coordinate all business travel for staff and executives, both domestically and internationally.
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- Manage the complete travel documentation cycle: authorisation requests, booking confirmations, invoices, and payment submissions in accordance with company procedures.
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- Book rental cars, buses, trains, and parking on national and international territory; manage related contracts and agreements.
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- Arrange medical visits and other ancillary travel requirements as needed.
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- Select and book accommodation (hotels, B&Bs;, serviced apartments); negotiate quotes, discounts, and corporate agreements in line with company policy.
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1. Visa, Passport & Document Control
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- Prepare all documentation required for visa and passport applications.
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- Proactively track renewal and expiry deadlines for all relevant personnel documents.
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1. Fleet & Insurance Management
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- Maintain and organise documentation for company vehicles.
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- Coordinate vehicle inspections, scheduled servicing, and roadworthiness checks.
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- Manage company car insurance policies and renewals.
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1. Executive Support & Reporting
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- Perform data entry into client and company portals accurately and in a timely manner.
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- Provide translation support (EN↔IT) for correspondence, documents, and reports.
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- Assist with the preparation of presentations, reports, and executive briefings as required.
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1. Supply Chain & Procurement
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- Participate actively in company procurement activities, covering organisational, contractual, financial, and logistical aspects.
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- Source and manage supplier relationships; oversee the purchase of goods and services, including via e-commerce platforms.
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- Execute all internal procedures required prior to purchase approval.
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- Carry out cost-control activities: price equalisation, discount negotiation with existing and new suppliers.
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- Assistance in Purchase Orders (POs) and Internal Request Forms (IRFs); obtain General Manager approval and verify supporting documentation for the Finance department.
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- Support administrative offices in Spoltore and Dubai with documentation required for the purchase process.
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\nREQUIREMENTS\n
Essential
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- Proven experience in executive administration, office management, or a similar coordination role.
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- Fluent English (written and spoken) — a non-negotiable requirement.
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- Proficiency in Italian (EN↔IT translation required).
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- Experience managing complex travel logistics and multi-currency expense processes.
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- Strong command of Microsoft Office Suite (Word, Excel, Outlook) and digital procurement/ERP tools.
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- Excellent organizational skills and the ability to manage multiple priorities under tight deadlines.
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- High level of accuracy, discretion, and attention to detail.
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- Experience working in an international or multicultural business environment.
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\nJob Type: Full-time\n
Application Question(s)
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- How many years of previous Operations Administrator (onshore and offshore) work experience do you have?
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- How many years of Oil and Gas experience do you currently have?
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- Can you join immediately?
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\nLanguage:\n\n
- English (Preferred)
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\nLocation:\n\n
- Spoltore, Abruzzo (Preferred)
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\nWork Location: In person