Italian Speaking Office Assistant

Centre People Appointments
IT - Lombardy - Via Milano
May 3, 2025

Italian speaking Office Assistant

Ref: CN46471

A Japanese company is currently recruiting an Italian speaking Office Assistant to work in their Northern Milan office.

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 of Italian and English will be required for this role.

Understanding of Japanese culture and some Japanese skill would be advantageous.
• ELIGIBLE APPLICANTS:
• (O) Eligible visa: Permanent residence, Spouse, Partner
• (X) NOT eligible: Student visa, Requiring visa sponsorship

WORK TYPE: office-based

VISA SUPPORT: No

BENEFITS: Medical Checkups
• TYPE: full-time

WORKING HOURS: 9:00-17:00 from Monday to Friday

SALARY: €30k-35K depending on experience

START: ASAP

LOCATION: Northern Milan, Italy

Office Assistant Main Responsibilities:
• Secretarial support for the General Manager, Deputy General Manager, and Expats
• Daily oversight of all services to the Milan Office and management of contracts for office services
• Support for visa applications and end of year tax reporting for expat staff and matters relating to their welfare (accommodation, etc)
• Checking of suppliers' invoices and authorization process for recording in the Company's accounting system
• Prepare and input all payments and receipts into Company's accounting system, and ensure correct budget allocations
• Monitor supplier statements to ensure payments are made in a timely fashion
• Coordination with Italian Accounting Consultant for Italian Accounting Reporting
• Daily banking activities including bank reconciliation
• Checking employee expenses in the EMEA Portal and arranging reimbursements for staff
• Arrangement and management of staff annual medical checks
• Management of staff annual leave entitlements and applications
• Preparation of data for monthly payroll submissions
• Preparation of annual budget for airport and administration and monitoring of expenses throughout the year
• Legal issue support and coordination
• Support for local staff travel, both business and pleasure
• Basic IT support for staff using the EMEA Portal, Forest, Google Mail, etc
• Administrative tasks relating to new hires and leavers and general maintenance of staff HR files
• Process and control the refund of air tickets and issue ADM/ACMs as required
• Order and management of uniform items and applications for airport IDs
• Lease renewal of company vehicles
• Submission of small insurance claims
• Application of bi-annual operating and codeshare permissions to ENAC
• Health & Safety monthly checks and update of manuals
• Arrangement for periodic (re)training for first aid, fire wardens, etc
• Management and ordering of office supplies
• Annual fixed asset check
• Support for ad hoc projects and administrative tasks within the Administration Department generally
• Reception, post, courier and co-mail duties
• Communication & coordination internally
• Communication & negotiation with external companies

Office Assistant Ideal Candidate:
• Qualified accounting background would be advantageous
• Business level Italian and English language skills
• Ability working with MS Office, particularly Word, Excel, and PowerPoint
• Knowledge of SAP R/3 and BSP would be advantageous
• Good organizational 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
• All applicants for the Office Assistant must have the right to work in the country as the Company is not able to offer visa support.

If your application is successful, you will be contacted within two business days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.
• When contacting us, please include the job reference number (Ref: CN46471) at the top of your message.

Read the full job description and apply online on the recuiter's web-site

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