Administrative Assistant Milano

Administrative Assistant
Milano
Lombardia, Milano

Job Summary

- Reporting to the Senior Director of Global Real Estate and Facilities and based in the Milan office, this role provides administrative and facilities support on site, as part of the regional EMEA Global Business Services team.

- Responsibilities

- Provide daily management of the Milan facility operational tasks, including but not limited to, management of building maintenance and business equipment related needs within Blue Yonder's leased facility space, workplace security & safety strategy, janitorial services and facilities related assistance to associates within the office.

- Co-ordinate meeting room and function bookings, set-up requirements and lunches, working closely with the Senior staff to ensure all meetings/events run smoothly.

- Maintain Blue Yonder approved workplace safety and security programs, including fire/life/safety, first-aid supplies, first aid/fire warden training and building evacuation.

- Conduct on-going review/assessment of existing procedures to identify efficiency and best practice opportunities that reduce cost and increase the overall value to Blue Yonder and its associates.

- Implement COVID safety measures, sanitization, social distancing as required by Italian law or Blue Yonder's global guidelines.

- Building repairs and maintenance - maintain a strong relationship with the building management team with both a pro-active and reactive approach

- Support new hire induction to the Milan office

- Managing Facilities vendors - janitorial, mechanical, suppliers, ensuring a high standard of service and competitive pricing.

- Arrange taxis, couriers and outgoing mail.

- Ensure office supplies and catering supplies are stocked and order as and when necessary.

- Access control - managing access to the building, including new hires and leavers

- Updating company intranet community pages for Milan

- Provide ad hoc support for global initiatives and special projects

- Raise requisitions for purchases of goods and services in compliance with the global procurement process

- Record associate time off into SAG portal

- Monthly lunch voucher recording for Benefits team

- Health insurance new hires subscriptions and cancellations (Benefits)

- Company cars support and traffic violation management

- Vodafone contract management and Mobile phones management and order

- Any other ad hoc task required to support the office.

May be required to work varying hours based on the operational needs of the office.

- Skills/Experience Required

- Professional, confident approach with effective communication skills to interact at all levels of the business

- Demonstrate minimum 2 years' experience in an administrative or facilities related position

- Capable of working with mínimal supervision

- Enthusiastic and self-motivated personality with the ability to contribute to the office culture

- Strong customer service skills

- Ability to respond quickly and efficiently to Facilities requests with a "can-do" attitude

- Flexibility to perform other duties as assigned

- Ability to prioritise workload and multi-task

- First-aid trained or agree to undertake relevant training

- Proficient in Microsoft Office products - Word, Excel, Outlook- LI-NP1

- Our Values

If you want to know the heart of a company, take a look at their values.

Ours unite us.

They are what drive our success - and the success of our customers.

Does your heart beat like ours?

Find out here:

- Core Values

- Diversity, Inclusion, Value & Equality (DIVE)

is our strategy for fostering an inclusive environment we can be proud of.

Check out Blue Yonder's inaugural

- Diversity Report

which outlines our commitment to change, and our

- video

celebrating the differences in all of us in the words of some of our associates from around the world.

- All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.