Office Coordinator HR Administration

Position: Office Coordinator with HR Administration
Location:

Genoa, Italy

Employment type:

Full‑time, permanent position

Start date:

By agreement

About the role
In this role, you will take overall responsibility for office operations and internal administrative support. You will work closely with both management and employees to ensure that all administrative processes run smoothly, efficiently, and in a highly professional manner within a dynamic international environment.

You will be part of our Italian team of five and play an important role in supporting the business and contributing to our continued growth in Italy. In this role, you will work closely with our CFO and HR Manager, both based at our headquarters in Stockholm, while reporting directly to your manager in Italy.

Responsibilities

Office administration and day‑to‑day office management

Procurement of office supplies and equipment

Coordination of trade fairs, events, and internal activities

Organisation of business travel, accommodation, and travel documentation

Liaising with public authorities, suppliers, and external partners

HR and Personnel administration support

Preparation and coordination of payroll‑related documentation

Customer invoicing for locally provided services and spare parts

Management of employment documentation, onboarding, and offboarding

Coordination of occupational health & safety training and medical checks

Administrative support to other departments as required

Who you are
We are looking for a proactive and well‑organised professional who enjoys working in a broad role with multiple responsibilities. You are structured, service‑mindful, and able to manage several tasks simultaneously in a fast‑paced environment.

You take ownership of your work, communicate clearly, and enjoy supporting both people and business operations.

Qualifications

Experience in HR administration and/or office administration

Strong organisational skills and administrative skills

Ability to work independently and manage multiple stakeholders

Good knowledge of Microsoft Office

Fluent Italian and good command of English, both written and spoken

Experience in payroll administration, international organisations or event coordination is considered a strong advantage.

What we offer
At Firefly, you will join an international company characterised by short decision‑making paths, strong collaboration, and a supportive team culture. We offer a varied role with the opportunity to grow and develop together with the business.

We value commitment, responsibility, and teamwork, and strive to create a workplace where people enjoy working and contributing together.

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