Administration & Operations Specialist

About the Role   The role involves managing daily operations and compliance within the office, ensuring adherence to local laws and regulations while supporting business development and maintaining the company’s brand image.
Responsibilities      Office Compliance & Daily operations
Responsible for daily operation support, implement local admin compliance management system in accordance with Italian local laws and regulations.
Manage the whole process of office supplies to control operational costs reasonably.
Conduct daily inspection, maintenance and repair applications to ensure a tidy working environment and normal operation of equipment.
Organize and file admin documents and compliance ledgers, standardize local admin workflows, and ensure all operational work complies with local regulations.
Strictly implement corporate HSE management system and local Italian standards for safety, occupational health and environmental management.
Conduct regular safety inspection, hazard investigation, rectification tracking and closed-loop management for office areas to prevent potential safety risks.
Admin & Business Reception
Responsible for business reception, itinerary coordination and on-site arrangement for visitors.
Provide comprehensive admin logistics support for business development and maintain the company’s external brand image.
Business Travel Management
Manage the whole business travel process, including travel application review, unified booking of flights, hotels and transportation.
Implement corporate travel policies and local compliance requirements, standardize travel behaviors, strictly control travel costs.
Company Vehicle Management
Responsible for unified management of official vehicles, establish vehicle management ledgers, and coordinate vehicle scheduling, daily usage registration and driving record statistics.
Follow up or assist the whole process of registration, insurance application and renewal, maintenance, inspection, repair, etc.
Other Admin Support Work
Assist in daily admin, logistics support and compliance declaration work of local subsidiary.
Finish other temporary work assigned by superiors.
Qualifications     Bachelor degree or above, major in Administration Management, Business Administration, HR Management, Safety Management or related fields is preferred.
At least 2-3 years of working experience in Admin, Operations or HSE management
Fluent in English and Italian.
Strong organizational skills, attention to detail, punctuality, and problem-solving abilities.
Ability to work independently and manage priorities in a dynamic environment.
Required Skills     Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
Proficiency in office software and tools.
Preferred Skills     Experience in compliance management.
Knowledge of local regulations and safety standards.
Familiarity with travel management systems.
Pay range and compensation package   Competitive salary based on experience and qualifications.
Equal Opportunity Statement   We are an equal opportunity employer and are committed to creating a diverse and inclusive workplace. We encourage applications from all qualified individuals.

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