Administrative Coordinator H/F

at  Aventa Subsea and Offshore Specialists

POSITION OVERVIEW:

We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. This pivotal role involves overseeing a diverse range of administrative responsibilities, including office management, liaison with suppliers, handling utilities, acting as a point of contact with the head office in Paris for accounting matters, and providing essential support for secretarial activities.

ROLE DEFINITION

Job Title: Administrative Coordinator
Location: Genoa (Italy)

KEY RESPONSIBILITIES:

1. Office Management:

• Ensure the smooth day-to-day operations of the offices in Italian area.
• Manage and maintain office supplies, equipment, and facilities.
• Liaise with suppliers to procure necessary office materials and negotiate cost-effective contracts.
• Coordinate office events and activities to foster a positive working environment.

1. Supply Chain Management:

• Maintain relationships with suppliers, ensuring timely delivery and quality of goods and services.
• Monitor inventory levels and reorder supplies as needed.
• Negotiate favorable terms and agreements with suppliers to optimize cost-efficiency.

1. Head Office Liaison:

• Act as the primary point of contact with the Adminsitrative team in our Head Office in Paris.
• Collaborate with the accounting team in Paris, providing necessary information and documentation.
• Ensure compliance with head office policies and procedures.

1. Accounting Support:

• Assist with basic accounting tasks, such as invoicing and expense tracking.
• Prepare financial reports and documents for review by the head office.
• Work closely with the accounting team to address any queries or discrepancies.

1. Secretarial Support:

• Provide administrative support to executives and team members.
• Act as liaison with payroll service.
• Manage correspondence, schedule appointments, and coordinate meetings.
• Assist in the preparation of documents, reports, and presentations.