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Office Coordinator Italy (Categorie Protette L.68/99 art.1)

Milano, ItalyFacility Management

Job description

As an Office Coordinator in our Facility Management team, you will oversee and execute administrative and operational functions of offices for smooth and efficient operations. In addition, you will organise company events and support tesa´s culture.

Your core accountabilities and key activities will be:

  • Organise office procedures for smooth operations and support employee performance.
  • Plan and organise company events (conferences, team-, social events) following regional policy.
  • Supervise external teams of staff including cleaning, maintenance, and security
  • Book transport and accommodations during team event
  • Manage databases
  • Point of contact for external vendors regarding to facility
  • Order and manage stationery & IT equipment
  • Deal with correspondence, complaints, and queries
  • Prepare documents, presentations, reports within facility management
  • Manage and coordinate car fleet
  • Manage posts (distribute briefs, boxes), organising boxes are packed and sent
  • Implement and maintain procedures /office administrative systems
  • Support on – and offboarding of employees (handover tools, documents, …)
  • Ensure that Health & Safety policies are up to date and all activities related to facility are compliant

Pls. note that this is a part-time employment. Pls. submit your CV and all other communication in English.

Job requirements

  • Professional qualification or experience, in Business Administration, Communication, Office Administration, Executive Support, Secretary or similar professional service fields
  • Experience in a Multinational company with matrix organisation in the field of Office Management, Office Administration, or other service-related fields.
  • Min 2 years of experience as an administrative or office manager
  • Organisational, time-management, problem solving skills
  • Good Analytical abilities
  • Exceptional attention to detail
  • Interpersonal skills – team player
  • Advanced computer skills, with an aptitude to learn new systems and procedures
  • Hands-on experience with office machines and equipment
  • Strong customer focus with drive for problem solving & process optimisation
  • Basic accounting skills
  • Reliability and discretion
  • Adaptability
  • Excellent communication and relationship building skills
  • Initiative, proactivity, the ability to “make it happen”
  • Fluent in English
  • Fluent in Italian

Relevant IT 

  • MS Office/MS Teams
  • SAP user (POs)
  • Access to / administrator of contract management system
  • Access to / administrator of travel management portal, fleet management portal
  • Access to / administrator of ticketing system
Milano, Lombardia, Italy
Facility Management


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What you can expect :

At tesa, we create adhesive solutions that improve the work, products and lives of our customers.

How we do it? At tesa, we dare to create! Therefore, we team up, we challenge our-selves and we set the pace. But we don’t just do that somehow. We act responsibly and always focus on our customers. Because only then we are able to achieve our goals and continuously improve our results.

We are an Equal Opportunity Employer and regard diversity as important for our long-term success. We expressly reject all forms of direct and indirect discrimination. All qualified applicants will be equally considered for employment regardless of their national origin, background, personal preferences and believes.

If you want to find out more about tesa please visit us on our corporate web-page and social media

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