OFFICE AND ADMINISTRATIVE MANAGER

PSLab Bologna is on the lookout for a proactive and well organised Office and Administrative Manager to join our team. Key Responsibilities Bologna Office Management : · Oversee general office operations, ensuring supplies and equipment are stocked and maintained. · Act as the point of contact for office maintenance, mailing, shipping, supplies, equipment, and bills. · Coordinate and select suppliers and service providers. · Organize guests arrivals, lunches and showroom space · Real estate researches following directors guidelines · Recruitment researches and related correspondence following directors guidelines · Coordination with banks · Coordination with internal design team for deadlines/project schedules + keep record of hours/time allocation of each design team member by project Client relations and support to the Director: Manage correspondence with clients/contacts on behalf of director Provide comprehensive organisational support to the Director, including calendar management and weekly trips preparation for meetings. Relationships management Assist with the preparation of reports, presentations, and correspondence. Maintain and update the CRM system with relevant client and project information. Log meeting notes, follow-up actions, and maintain an up-to-date database Commercial coordination Support director in follow up projects and leads pipeline Support director in follow up leads pipeline Communication to clients related to order confirmations, payments, shipments Follow up delivery updates and deadlines Follow up after delivery to ensure smooth project ending in relation with all teams involved Track and follow up on outstanding client payments, liaising with the finance team as necessary. Ensure timely and accurate invoicing for clients. Coordination with HQ Commercial and Financial Teams : Serve as a liaison between Bologna, HQ financial and commercial department Provide accounting and financial teams with all necessary documents and travel and office expenses Travel and Meeting Coordination : · Manage travel arrangements for the Director, Team and guests including flights, hotels, transportation, and itineraries. · Help organize logistics for company trips and events. · Schedule and confirm appointments, meetings, and conferences for internal teams and external stakeholders. Qualifications required Proven experience in office administration or as an Administrative Manager. Experience in a similar role supporting executives or directors. Excellent organizational skills and attention to detail. Strong communication and interpersonal skills. Excellent verbal and written communication skills in Italian and English Ability to manage multiple tasks and meet deadlines in a fast-paced environment. Proficiency in Microsoft Office Suite and CRM systems. Experience with travel coordination and scheduling. Minimum understanding of invoicing and payment tracking. Languages: Italian native or full proficiency (spoken and written), English full proficiency (ideally C1, minimum B2 level), fluency in any additional languages will be appreciated Position full time in Bologna office Join our team and become part of PSLab's international story. For inquiries and applications please contact us at ... Job Type: Full-time Application Deadline: 13/12/2024 Expected Start Date: 07/01/2025 #J-18808-Ljbffr