Office Administrator – Categorie Protette (L. 68/99)

Job description

We are seeking a highly organized and proactive Office Administrator to support the smooth and efficient operation of our Parma office. In this role, you will handle a wide range of administrative and clerical tasks, assist various departments, and serve as the first point of contact for visitors and internal teams. Your role will be essential in maintaining a productive and positive workplace environment.

Key Responsibilities
Office & Administration

• Oversee daily office operations, including utilities, cleaning, maintenance, and shared spaces.
• Manage correspondence (emails, calls, mail, parcels) and maintain office records.
• Coordinate meeting room bookings, calendars, and office-related events.
• Maintenance of ISO certifications.

Employee & Visitor Support

• Assist with onboarding: prepare workstations, explain office procedures, support equipment shipments.
• Act as main point of contact for staff and external vendors (cleaning, catering, maintenance).
• Support travel and lodging arrangements for visiting colleagues.

Financial & Procurement Support

• Process office-related invoices and collate and process monthly employee expenses.
• Monitor office budget and costs for events and operations.
• Order supplies/equipment and track inventory.

Facilities & Safety

• Coordinate repairs and preventive maintenance.
• Support Health & Safety compliance, maintain emergency plans, organize drills, and manage safety equipment.
• Oversee office access (keys, badges) and desk/space allocation.
• Ensure proper use of meeting rooms, hot desks, and office systems (printers, comms tools).

Events

• Plan and manage logistics for conferences, office gatherings, meetings, and internal social events.

Requirements & Qualifications

• Enrolment in the “Categorie Protette” (L.68/99) list is mandatory.
• Proven experience in an administrative or office support role
• Good knowledge of English (spoken and written) is required.
• Excellent organizational, multitasking, and communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong problem-solving skills and attention to detail.
• Ability to work independently and within a team.
• Diploma or bachelor’s degree in Business Administration or a related field is preferred.

Benefits:

• Daily food vouchers: for days worked in person in the premises.
• Training Support: We offer financial assistance for your training and development, based on company discretion. We also have an internal training platform to support your professional and personal development.
• Discounted Gym Membership: Stay fit with our discounted gym membership program.
• Wellness Programs: We prioritise your well-being through our wellness initiatives.
• Internal Reward & Recognition Tool Kudos: This streamlines and automates the process of acknowledging and appreciating employees and helps contribute to our positive workplace culture.

Our Values

• We work together
• We believe in people
• We won’t accept the ‘way it has always been done’
• We listen to learn
• We’re trying to do the right thing