Office Administrator & Support, Italy Milano

Office Administrator & Support, Italy
Milano
Lombardia, Milano

Office Administrator / Support - Trezzano, Milan

Location: Milan, Italy

**_Reporting to National Operations Manager, Italy_

Based in Trezzano, in the Metropolitan City of Milan, you will be about 9km southwest of Milan centre.

This is a Full-Time Office Based role (Monday to Friday 09. 00 am to 17. 00 hrs)

We are now appointing an Office Administrator / Support position to assist our expanding Italian team.

A diverse, multifaceted role, no two days are the same and this requires a special type of experienced Administrator, with outstanding organisation skills, and communication skills second to none!

Working with a fantastic team of colleagues, this role is pivotal to the success of the Italian office and gives you insight into all areas of the commercial business.

**Responsibilities include**:

- As the primary point of contact maintaining the smooth running of our Milan office

- Greeting visitors, answering incoming phone calls, answering enquiries, and delivering world-class service to our customers

- Coordinating appointments and meetings and managing staff calendars and schedules

- Coordinating domestic and international travel, flight, hotel, and car rental reservations

- Co-ordinating arrangements for overseas visitors

- Purchasing office supplies and equipment and maintaining proper stock levels, managing procurement process, contracts, and vendors

- Dealing with custom clearance

- Manage and assist in compliance with Job safety Law 81/2008 in booking and management of doctor visits, exams and training

- Organisation and management of events and company meetings

- Supporting the General Manager full administration and organisation tasks

- Assist external consultant for ISO and Health & Safety procedures, ensuring successful implementation

- Maintaining and updating Excel spreadsheets, processing post, deploy and ensure procedures are communicated and complied with (for instance, fixed asset register)

- Co-ordinates set up of meeting rooms prior to meeting to ensure correct table/seating configuration, refreshments, notepads/pens & IT equipment, etc.

Ensure that meeting rooms are cleared after use

- Assisting the Operations Manager with Facilities management, e. g. , liaising with contractors for routine services and remedial work, from start to finish, including managing invoices through **Concur**:

- Assisting the Operations Manager with Health & Safety Policy and monitoring to ensure 100% safety compliance

- Acts as the first point of contact to the administrative team in HQ

- Enters daily deliveries in **SAP**, liaising with the warehouse and ensure that all goods received are entered into SAP accurately and promptly

- Co-ordinating arrangements for new starters, business cards, IT equipment, stationery, office induction, etc

**What are we looking for in you?

- **You will have previous comprehensive experience as an Office Administrator for an international business of at least 5+ years**:

- Highly customer focused, you will demonstrate outstanding communication skills, continuous improvement mindset and collaboration skills

- **Fully proficient on MS Office suite with strong Excel skills**:

- **Experience with SAP and Concur essential**:

- Ability to self-motivate and work autonomously

- High attention to detail whilst maintaining efficiency

- You will be energised by working in a dynamic, innovation and fast paced international business

- Ability to deal with ambiguity and ever-changing priorities

- Ability to work in Italy without the requirement of company sponsorship

- **Fluent Italian and working level English skills** - both written and spoken

**What's in it for you?

With us you'll find an inclusive environment where you can be yourself and where everyone is driven by the same purpose - Better healthcare for all.

Mindray Europe, as part of the global Mindray business, offers a wide selection of bespoke benefits dependent on your location, along with a competitive compensation package and a commitment to a long-term working relationship.

With industry leading training and development available to you, you are sure to have a highly rewarding and mutually beneficial, career with Mindray, in a culture that values honesty and fun!

- Our goal is to continuously improve and sustain an inclusive culture in which diversity provides deeper customer insights and creates a competitive advantage in the markets we serve.

By attracting, developing, and engaging the best team of diverse, empowered associates, we help build success for ourselves and our customers. _