Office Manager

About the Role

We are looking for an organized, proactive, and hands-on Office Manager to oversee the daily operations of our Italy office and ensure a professional, efficient, and well-functioning workplace.

The ideal candidate will be responsible for office administration, facilities management, supplier coordination, employee support, and general administrative activities. This role requires strong organizational skills, attention to detail, and the ability to work independently in a fast-paced international environment.

Key Responsibilities

Office & Facilities Management

• Manage the day-to-day operations of the Italy office and ensure a safe, clean, and professional working environment.
• Coordinate office facilities, maintenance, utilities, office supplies, equipment, and other workplace services.
• Manage relationships with landlords, property management companies, and external service providers.
• Identify and resolve office-related issues in a timely and cost-effective manner.
• Monitor office-related expenses and support budget management.

Administration & Supplier Management

• Manage contracts and relationships with office service providers, including cleaning, security, maintenance, telecommunications, and other vendors.
• Collect and review invoices and coordinate with Finance for payment processing.
• Support procurement of office supplies, equipment, and other administrative requirements.
• Maintain accurate records of office contracts, assets, and administrative documentation.

Employee Support

• Provide day-to-day administrative support to employees in the Italy office.
• Support onboarding and offboarding activities, including workspace preparation, equipment, access cards, and other administrative arrangements.
• Coordinate employee business travel, accommodation, and other related arrangements when required.
• Support employee activities, internal events, and office engagement initiatives.

General Administration & Compliance

• Maintain office policies, procedures, and administrative records.
• Coordinate with HR, Finance, IT, and other internal teams on local administrative matters.
• Support local compliance-related and government administrative activities when required.
• Handle confidential information with professionalism and discretion.
• Perform other administrative duties and projects assigned by management.

Requirements

• Bachelor’s degree or equivalent experience in Business Administration, Management, Human Resources, or a related field.
• 3+ years of experience in Office Management, Administration, Facilities Management, or a similar role.
• Strong organizational and multitasking skills with excellent attention to detail.
• Good communication and interpersonal skills, with the ability to work effectively with employees, suppliers, and external partners.
• Strong problem-solving skills and a proactive, hands-on approach.
• Good command of Italian and English, both written and spoken.
• Proficiency in Microsoft Office / Google Workspace.
• Experience working in an international company or multicultural environment is a plus.

What We Offer

• An international and collaborative working environment.
• The opportunity to work with a growing global renewable energy company.
• A dynamic role with broad exposure to office operations and cross-functional collaboration.
• Competitive compensation and benefits package.
• Opportunities for professional growth and development.