Italian speaking Office Assistant/ Quota di riserva Legge 68/1999

Ref: KK47167

Sector: Administration/PA

Type: Full-time, Permanent

Location: Italy

Salary (Annual): Negotiable / Neg

A Japanese company is currently recruiting an Italian speaking Office Assistant to work in their Northern Milan office. This position falls under the disability employment quota in accordance with Italian Law 68/1999 (Legge 68/1999). In this role, you will be responsible for supporting local management with all administrative duties of their office, both relating to general affairs and accounting matters. Business level Italian and English will be required for this role. Understanding of Japanese culture and some Japanese skill would be advantageous.

Eligible Applicants

• Eligible visa: Permanent residence, Spouse, Partner
• Work type: Office-based
• Visa support: No
• Benefits: Health Insurance

Job Details

• Working hours: Monday to Friday, 37.5 hours per week
• Salary: depending on experience
• Start: ASAP
• Location: Varese, Italy

Main Responsibilities

• Assist the General Manager and Administration Manager with secretarial tasks, providing language support in English and Italian
• Ensure the smooth daily running of the office by monitoring utilities and managing office supplies (stationery and other essentials), including inventory checks and placing orders
• Coordinate with external consultants and suppliers, such as Accounting and Payroll, via email and phone to support smooth operations
• Assist Japanese expat staff with relocation needs, including visa document preparation and housing searches
• Organise and archive administrative documentation including the printing and cataloguing of sales reports and manage the secure delivery of disbursement files to the accounting team
• Handle the preparation and submission of all necessary documentation for staff airport badges
• Handle the periodic sending of Fuel Reports and Traffic Document Inventory Reports directly to the Head Office in Japan
• Verify supplier invoices and process internal authorisations (using the company’s accounting system)
• Organise travel logistics for guests from the Head Office or other branches, including hotel bookings and arranging private cars or taxis
• Provide HR support by helping with the review of staff timesheets and uploading duty rosters into the company portal
• Support for ad hoc tasks and duties

Ideal Candidate

• Registered under Law 68/1999 (Collocamento Mirato)
• Qualified administration background would be advantageous
• Business level Italian and English language skills
• Ability working with MS Office, particularly Word, Excel, and PowerPoint
• Good organisational skills and ability to keep to deadlines without reminder
• Maintain accuracy whilst under pressure
• Good team player and flexible
• Understanding of Japanese culture and some Japanese would be advantageous

*Please note that an English CV is required for this position. Kindly ensure your application is submitted in English.