**Role Definition**:
**Job Title**: Administrative Coordinator
**Location**:Genoa (Italy)
**Position Overview**:
We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team.
This pivotal role involves overseeing a diverse range of administrative responsibilities, including office management, liaison with suppliers, handling utilities, acting as a point of contact with the head office in Paris for accounting matters, and providing essential support for secretarial activities.
**Key Responsibilities**:
1.
Office Management:
- Ensure the smooth day-to-day operations of the offices in Italian area.
- Manage and maintain office supplies, equipment, and facilities.
- Liaise with suppliers to procure necessary office materials and negotiate cost-effective contracts.
- Coordinate office events and activities to foster a positive working environment.
2.
Supply Chain Management:
- Maintain relationships with suppliers, ensuring timely delivery and quality of goods and services.
- Monitor inventory levels and reorder supplies as needed.
- Negotiate favorable terms and agreements with suppliers to optimize cost-efficiency.
4.
Head Office Liaison:
- Act as the primary point of contact with the Adminsitrative team in our Head Office in Paris.
- Collaborate with the accounting team in Paris, providing necessary information and documentation.
- Ensure compliance with head office policies and procedures.
5.
Accounting Support:
- Assist with basic accounting tasks, such as invoicing and expense tracking.
- Prepare financial reports and documents for review by the head office.
- Work closely with the accounting team to address any queries or discrepancies.
6.
Secretarial Support:
- Provide administrative support to executives and team members.
- Act as liaison with payroll service.
- Manage correspondence, schedule appointments, and coordinate meetings.
- Assist in the preparation of documents, reports, and presentations.
**Conditions**:
Qualifications:
- Proven experience in office management and administration.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Fluency in Italian and English is mandatory, knowledge of French is a plus
- Proficiency in Microsoft Office Suite
- Familiarity with supply chain management and vendor relations.
- Availability to travel occasionally to our Italian offices (Milano, Fano).
- Ability to work independently and collaboratively in a fast-paced environment.
Education and Experience:
- Bachelor's degree in Business Administration, Management, or a related field preferred.
- Previous experience in a similar administrative role is preferred.
- **Start as soon as possible**:
- **Location**: Genova
- **Country**: Italy
- **Contract type**: Permanent or Contractor
- **Seniority level**: Junior Engineer, Project Engineer, Technician
- **Field of activity**: Onshore Oil&gas