Established leading company in real estate in Umbria is looking to hire a secretary for office and property management Office management: General supervision of the office (kitchen, rooms and garden): ensuring all looks tidy at all times, following up for help towards other staff including cleaner, if needed; Being present at the entrance of the office to host any guests (clients, suppliers, couriers, etc), give road directions, take coats, bring drinks, etc.
; Managing all keys related to the business (client's properties and office) and keeping an updated check list; Sending and receiving parcels, goods, letters and other important documents; Ordering and receiving of office and food & beverage (F&B) supplies; Acting upon the practical side of the office equipment (cell phones, Wifi and printer), following up with suppliers for internet disruptions or any other malfunctioning of equipment (kitchen, printer, etc); Sporadically, take minutes of SU team meetings.
Property management and project management support Being point-of-contact for the main suppliers (builders, electrician/plumber, carpenter, etc.
etc.
); Managing requests to the suppliers and updating weekly action list based on WhatsApp chat conversations; Being point-of-contact for receiving monthly hours sheet from collaborators of clients (cleaners, gardeners, ) supporting the property managers for the usual checking; Processing orders from property/project managers for the client's properties; Managing of deliveries in and out for repairs assistance; Being point-of-contact for the office and properties supplies (energy, water, gas, internet, etc) and do the transfer of utilities; Managing the agenda of property/project & design managers: planning on-site meetings with clients/suppliers, sending out follow-up reports, etc.
; Managing and arranging for the correct receival of extra services for clients (such as welcome delivery, shopping service, etc).
General secretarial and marketing support Overall supervision of Google Drive and Monday to keep both systems 'clean' and 'tidy', help with cleaning files, etc.
; Following up on any administrative jobs with office suppliers ( compiling forms, etc.
); Act as secretary for marketing activities (minutes, newsletter support, etc).
Company profile SpecialUmbria, , is a young, dynamic 'boutique' agency specialized in high end real estate in Italy, founded in 2008.
In central Italy and Puglia we mediate the purchase/sale of villas and houses, and we arrange short term rentals of luxury villas, town houses and some apartments, also on Sicily.Furthermore, we facilitate our client's construction and design projects in Italy, helping them with every step to create a top property.
Also, we look after a selected set of villas and houses we offer for sale, mainly in Umbria and Tuscany.We work from a brand new office located in a recently restored 16th century farmhouse, close to Piegaro (area Città della Pieve – Panicale).
The team consists of ten people, working in a relaxed, informal atmosphere, with a lot of room for a good laugh!
Job requirements English language skills (fluent spoken, very good in writing); Italian language skills (mother tongue with good writing skills); Very good general IT and Microsoft office (Word and Excel) skills; Excellent secretary and organizational skills; General administration skills; Affinity with international business environment; High level of flexibility and team work mentality; Capability to learn new IT packages where required; Problem solving and critical thinking attitude.
Labor conditions: Full-time per week in office in Piegaro (PG); Company laptop and cell phone; Own transport (car); Interesting compensation.
