Job Summary : We at Arsenale BioYards seek a proactive and highly organised Administrative Coordinator to become the backbone of our Pordenone operations. This role is perfect for a self-starter who thrives on being the "go-to person" in a fast-paced, international environment. You will be responsible for two core pillars of our operations in this role. The first is Administrative & Documentation Support, where you will be responsible for organising and maintaining key corporate documents and assisting our teams with compliance-related administrative processes. The second is Office & Team Assistance, ensuring our office runs smoothly and our team is well-supported daily. These functions will make you a vital link between our team, external partners, and Italian public authorities. Administrative & Documentation Support Corporate Administration: Support administrative activities in securing and maintaining all permits, licenses, and authorisations required to operate our biomanufacturing facility, ensuring full compliance with Italian regulations. Document Management: Prepare, review, and manage all key administrative and corporate documents for ongoing operations—including NDAs, transport documents, and insurance policies—ensuring they are accurate, filed correctly, and up-to-date. Overseeing and monitoring access rights and the structure of Arsenale digital documentation across our tech stack. Office Operations & Team Support: Employee Administrative Support: Provide essential administrative support directly to our employees, such as managing all travel arrangements (e.g., flights, accommodations, and car rentals), organising daily lunch on site, and expense management Supporting onsite interview logistics when needed. Handle day-to-day office management tasks, including maintaining supplies, managing mail, and ensuring the workspace is efficient and welcoming. Ad-hoc collaborate with the COO to support departmental operations and troubleshoot office-related issues in Pordenone. What You'll Bring: Fluency in both Italian and English (written and spoken) is essential. Hands-on corporate experience handling the administrative procedures and paperwork required for businesses operating in Italy. Exceptional organisational skills, with a proven ability to accurately manage multiple priorities and a high volume of documentation. Proficiency with modern office software OR a willingness to learn new tools (we use G-Suite, Notion, and Slack). An appetite to streamline and augment administrative processes with AI tools. Who Are You: Proactive & Autonomous: You don't wait to be told what to do. You see what needs to be done, take ownership, and become the trusted expert. Detail-Oriented: A self-confessed perfectionist with a keen eye for detail, especially when dealing with official documents. A Great Communicator: You have excellent interpersonal skills and enjoy working with a diverse, international team (we have 10 nationalities!). Agile & Resilient: You are motivated by interesting challenges and thrive in a fast-paced, dynamic startup environment. Join the collective! We are committed to creating an environment that fosters a sense of belonging, acceptance, and safety. We appreciate, value, and embrace the unique differences of our team members, business associates, candidates and stakeholders. We believe it is powerful to embed diversity in all aspects of our business—it is at the core of our culture. Arsenale's responsibility and dedication to our ethical principles ensure an equitable workplace with a diverse, dynamic team of professionals. Diversity is fundamental to our mission to design, scale, and commercialise precision fermentation for a better world. Are you worried that you don't exactly meet all the desired criteria? At Arsenale, we are anti-disciplinarian and passionate about inclusion for all. If you're excited about this role but your experience doesn't align precisely with every part of the job description, we encourage you to apply. You may be the right candidate for this role or another, and our recruitment team can help you see how your skills fit in.