Administrative & Office Support Specialist

We are looking for an experienced Administrative & Office Support Specialist to provide day-to-day administrative and operational support within a technical business environment.

This is a varied, hands-on position covering office administration, order processing, logistics documentation, supplier coordination and compliance, while working closely with technical teams, customers and suppliers.

San Donato Milanese, Italy | Permanent | On-site

Responsibilities

• Manage incoming and outgoing calls and general office communications.

• Provide administrative support to technical teams, including quotations and documentation.

• Enter and monitor customer and supplier orders.

• Check and follow up on order confirmations from suppliers and international stakeholders.

• Coordinate access and entry permits for technical personnel working at customer sites.

• Prepare transport and shipping documentation and coordinate couriers.

• Support warehouse administration and related documentation.

• Coordinate administrative and logistical aspects of trade fairs and prepare the required documentation.

• Maintain accurate records and ensure documentation is properly organised and up to date.

• Support compliance-related activities covering areas such as privacy, security, GDPR and other applicable requirements.

• Liaise effectively with customers, suppliers and internal teams to ensure smooth daily operations.

Requirements

• Minimum 5 years of professional experience in administration, office management or a similar operational support role.

• Accounting diploma or equivalent professional qualification.

• Previous experience handling orders, suppliers and administrative documentation.

• Strong organisational skills and ability to manage multiple priorities independently.

• Good IT skills and confidence working with standard office systems and tools.

• Proactive, reliable and detail-oriented approach.

• Strong communication and interpersonal skills.

• Fluent Italian and professional fluency in English, both written and spoken.

• Ability to work on-site in San Donato Milanese.

Benefits

• Permanent full-time position.

• Corporate health insurance.

• Meal vouchers for eligible on-site working days.

• Stable working environment within an international technical business.

• Varied position combining administration, operations and coordination.

• Opportunity to work with international colleagues, customers and suppliers.