Office Manager (Milan)

About Populous

For more than 40 years Populous has had a singular focus - to draw people together around the things that they love, to be the leading design firm that specialises in places, spaces and events where people gather. Our success is defined by designing projects that are seen as the benchmark. We are committed to future innovation, anticipating and shaping the future of our industries.

About Populous

For more than 40 years Populous has had a singular focus - to draw people together around the things that they love, to be the leading design firm that specialises in places, spaces and events where people gather. Our success is defined by designing projects that are seen as the benchmark. We are committed to future innovation, anticipating and shaping the future of our industries.

Our team is made up of highly talented people with a range of skills, all integral to successfully bringing to life the places and experiences we design. As our company has grown, our expertise has expanded to encompass a wide variety of disciplines - including architecture, audiovisual consultancy, brand activation, design & build, events, food & beverage strategy, interior design, landscape architecture, urban design and wayfinding.

This varied expertise enables us to transform neighbourhoods, revitalise cities, build relationships and create buildings, places and spaces that draw people together, from the Tottenham Hotspur Stadium to The Co-op Live Arena.

As we continue to bring to life award-winning venues and experiences our EMEA Practice is looking for an Office Manager based in our Milan, Italy studio.

About The Role

The Office Manager will be responsible for overseeing the day-to-day operations of our Milan office, creating an efficient, professional, and welcoming environment for employees, clients, and visitors. This role requires a highly organized individual who can manage multiple priorities, support local leadership, coordinate administrative and operational activities, and contribute to the overall success of the studio.

As the primary point of contact for office management matters, the Office Manager will work closely with teams in Milan and London to ensure consistency in processes, compliance, workplace standards, and employee experience.

Key responsibilities include:

Office Operations & Facilities Management

• Manage the daily operations of the Milan office, ensuring a productive, organized, and professional working environment.
• Coordinate office facilities, maintenance, workplace services, and health & safety requirements.
• Liaise with landlords, building management, and service providers.
• Oversee office supplies, equipment, and procurement activities.

Administrative & Executive Support

• Provide administrative support to the local leadership team and collaborate with London headquarters when required.
• Coordinate calendars, meetings, travel arrangements, and visitor management including room bookings and arranging catering.
• Organize internal events, client meetings, presentations, and team activities.
• Responsible for maintaining the highest level of health and safety within the office including provision of First Aiders, Fire Marshalls etc.
• Schedule Workstation Assessments as required

Financial & Vendor Management

• Support budget tracking and office expenditure management.
• Manage contracts and monitor expenditure on office equipment and supplies, including research and negotiation of competitive rates
• Process invoices, purchase orders, and expense reports in accordance with company procedures.

People & Culture Support

• Coordinate employee onboarding and offboarding activities for the Milan office.
• Support HR initiatives, employee engagement activities, and workplace wellbeing programs.
• Assist with local compliance requirements, employment documentation, and office policies.
• Foster a collaborative and positive studio culture that reflects the company's values.

Communication & Coordination

• Act as the key liaison between the Milan studio and London headquarters.
• Ensure effective communication of company policies, operational updates, and business initiatives.
• Support the implementation of corporate processes and best practices across the office.

Key requirements include:

• Previous experience in an Office Manager, Studio Manager, Workplace Manager, in international practices or similar role.
• Experience working within an architecture, design, engineering, creative, or professional services environment is highly desirable.
• Excellent organizational and project coordination skills.
• Strong interpersonal and communication abilities.
• Fluent in Italian and English, both written and spoken.
• Proficiency in Adobe Suite, Microsoft 365 and office management systems.
• Ability to work independently, prioritize effectively, and manage multiple stakeholders.

About The Studio

Our Milan office space is located in the heart of the city's historic district. With fast connections to the M1 and M3 lines, as well as Duomo and Mazzini stations, the office is easily accessible and just moments from a range of galleries and restaurants.

Why Join the Team?

• Work alongside passionate, creative individuals who lead their industry, transform ideas into reality and celebrate the beauty of human connection
• Enjoy various benefits, such as hybrid working and gym membership discounts
• Enjoy the opportunity to attend events at Populous-designed venues
• Connect and learn at regular social and knowledge sharing events including an annual conference and a weekend abroad Christmas party

Want to learn more about us?
Find us here: Populous
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Instagram: @WeArePopulous
X: @Populous