Administrative & Office Support Specialist

We are looking for an experienced Administrative & Office Support Specialist to provide day-to-day administrative and operational support within a technical business environment.

This is a varied, hands-on position covering office administration, order processing, logistics documentation, supplier coordination and compliance, while working closely with technical teams, customers and suppliers.

San Donato Milanese, Italy | Permanent | On-site

Responsibilities

• Manage incoming and outgoing calls and general office communications.
• Provide administrative support to technical teams, including quotations and documentation.
• Enter and monitor customer and supplier orders.
• Check and follow up on order confirmations from suppliers and international stakeholders.
• Coordinate access and entry permits for technical personnel working at customer sites.
• Prepare transport and shipping documentation and coordinate couriers.
• Support warehouse administration and related documentation.
• Coordinate administrative and logistical aspects of trade fairs and prepare the required documentation.
• Maintain accurate records and ensure documentation is properly organised and up to date.
• Support compliance-related activities covering areas such as privacy, security, GDPR and other applicable requirements.
• Liaise effectively with customers, suppliers and internal teams to ensure smooth daily operations.

Requirements

• Minimum 5 years of professional experience in administration, office management or a similar operational support role.
• Accounting diploma or equivalent professional qualification.
• Previous experience handling orders, suppliers and administrative documentation.
• Strong organisational skills and ability to manage multiple priorities independently.
• Good IT skills and confidence working with standard office systems and tools.
• Proactive, reliable and detail-oriented approach.
• Strong communication and interpersonal skills.
• Fluent Italian and professional fluency in English, both written and spoken.
• Ability to work on-site in San Donato Milanese.

Benefits

• Permanent full-time position.
• Corporate health insurance.
• Meal vouchers for eligible on-site working days.
• Stable working environment within an international technical business.
• Varied position combining administration, operations and coordination.
• Opportunity to work with international colleagues, customers and suppliers.

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