Office Manager (Fluency In Italian & English)

pbJob Title - Office Manager (Italy)

Department - Administration

Reporting Line - Head of Sales - Southern Europe

Location - Bologna, Italy

Employment Type - Permanent, Full-Time

ABOUT NEW ERA CAP

New Era Cap is more than a headwear brand. With over 100 years of heritage, we are a global leader in sports, fashion and lifestyle, recognised for our innovation, authenticity and craftsmanship. As the official on-field cap of Major League Baseball and a trusted partner to leading sports leagues, teams and brands worldwide, we continue to shape culture through creativity and self-expression.

WHY JOIN NEW ERA?

Join a collaborative and inclusive team where individuality is valued, ideas are encouraged and people are empowered to make an impact. We are committed to helping our employees perform at their best, develop their careers and enjoy a healthy work-life balance.

The Office manager is responsible for the efficient functioning of the office through a range of administrative, financial, HR and facilities tasks. This position reports to the Head of Sales – Southern Europe.

Administration

• Phone and clients/visitor’s reception
• Managing mails, parcels, couriers, carriers
• Classification and archive Storage
• Dealing with correspondence and queries
• Preparing letters and reports
• Implementing and maintaining procedures/office administrative process
• Ensuring effective communication with the EMEA HQ (UK)

Financial/Accounting

• Liaising with the external accounting/social firm and HQ financial department
• Processing accounts payable invoices: checking, follow up, reporting
• Dealing with the bank agency and managing Company credit cards (7)
• Checking and reporting expenses (credit cards and cash)

HR

• Liaising with the with our Italian payroll bureau and HQ HR department
• Helping recruitment when needed
• Payroll management: preparation, checking and submission
• Administration of local benefits providers
• Onboarding and offboarding coordination

Office Management/Facilities

• Ensure the smooth running of the office (services, equipment, supplies, cleaning, storage)
• Liaising with the HQ IT department and external IT supplier if necessary
• Maintaining and ensuring that health and safety policies are up to date
• Ordering stationery and furniture (office and Sales representative)
• Ensure sound administration of suppliers and service providers contracts
• Fleet management: phone (fixed and mobile phones) and vehicle coordination with Leasing company
• Cost optimization, contracts negotiations

Event Management

• Organising and booking transport and accommodation for Italian team when needed
• Booking travel for EMEA Sales meeting
• Booking travel for team needs

Required skills

• Organised, rigorous, dynamic, proactive, autonomous.
• Trustworthy with the ability to deal with confidential information
• Experience in office administration
• Strong communication skills
• Fluent in Italian and in English

EQUAL OPPORTUNITIES

New Era Cap is an equal opportunities employer. We celebrate diversity and are committed to creating an inclusive environment where all employees are treated fairly, with dignity and respect.