Administrative Specialist Milano

Administrative Specialist
Milano
Lombardia, Milano

About Phononic Vibes Phononic Vibes is an Italian company with international operations focused on vibration and acoustic control exploiting the metamaterial technology.

The company is in Milano with advanced acoustic diagnostics lab, and near Parma with metamaterial Fab, in the former Matis Insonorizzazioni srl plant.

Phononic was founded in 2018 as a Politecnico di Milano spin-off with research experience on metamaterials at Poli Mi and Boston's MIT , i. e.

advanced materials whose acoustic and vibrations control performances are defined by the shape and topology of the unit cell and therefore independent from the raw material itself.

Based on this innovative technology and the proprietary patents, Phononic Vibes develops and markets solutions to protect against noise and vibration allowing cost reduction and performance increase compared to traditional solutions commonly used in the market for acoustic and vibration treatment.

It is currently employing 30 professionals among engineers, designers, management and workshop labour, while the company governance is lead by 7 board members of international professional experiences as industrial and finance executives.

Key application sector is infrastructures, where Phononic Vibes has developed with Deutsche Bahn (DB Bahn Bau Gruppe) the Meta Window, the first of a kind transparent and sound absorbing noise panel, as well as the underground panel with high performances in terms of vibration reduction.

In automotive, it has built commercial partnerships with corporates such as Mercedes for the application of metamaterials inside vehicles, introducing a sound insulating panel which can keep the performance and have 30% less weight than standard solutions.

In home appliances partnering with key player like Elica to reduce the annoying fan noise; in building sector, it is developing in partnership with major building contractors an innovative panel to reduce noise disturbance in building sites.

Job description The selected candidate will play a key role in supporting the administrative and accounting functions of our growing company.

The Administration Specialist will be responsible for managing daily accounting operations, including invoicing, transaction recording, and the accurate registration of production delivery notes.

This role will also involve organizing office logistics and ensuring smooth internal communications, working closely with the finance and operations teams to meet deadlines and maintain efficiency.

The ideal candidate will work within a close-knit team of three, contributing to streamlining processes and supporting the overall administrative needs of a dynamic team.

Responsibilities: Manage and monitor daily accounting operations (invoicing, transaction recording, bank reconciliations).

Collaborate with the finance team to prepare monthly reports and financial statements.

Organize and manage office tasks, providing support for administrative and logistical needs.

Record production delivery notes (DDT) accurately in the system.

Coordinate internal and external communications, ensuring smooth and timely workflow.

Qualifications: At least 2 years of experience in an administrative role, preferably with an accounting background.

( Alternatively ) If you do not have prior experience but are highly motivated to enter this field, this could be the right opportunity for you.

Strong knowledge of basic accounting software and tools (e. g. , Excel).

Problem-solving skills and time management abilities, with a results-oriented approach.

Excellent organizational and communication skills, with the ability to work both independently and as part of a team.

Proficiency in English (preferred, but not essential).

What We Offer: Opportunities for growth in a stimulating and expanding environment.

A collaborative and motivated team.

Continuous training and professional development.

Competitive compensation package, based on experience and needs.