Administrative Coordinator

It-Nova Milanesemid

Administrative CoordinatorAdministration & Office Support

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Quick Summary

Key Responsibilities

Meaningful work & strong values: Contribute to improving patient care globally in a company known for high ethical standards and integrity. Competitive rewards & security: Competitive,

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Administrative CoordinatorAdministration & Office Support

What We Offer

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Responsibilities

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→Support local employee benefits programmes in collaboration with HR, payroll provider and external benefit providers.
→Support HR function with the preparation and administration of employment documentation.
→Ensure compliance with Italian Health & Safety legislation by coordinating with external consultants, including the RSPP, Radiation Protection Expert, and Competent Doctor.
→Prepare employee accreditation and authorisation documentation required for access to hospitals and customer sites.
→Manage and monitor the company's Certified Email (PEC) mailbox, ensuring the timely processing and distribution of internal and external communications.

Support the implementation and ongoing maintenance of local governance and compliance frameworks in accordance with Italian legislation, including Legislative Decree 231/2001 and Anti-Bribery Law 190/2012, in collaboration with Legal and Ethics & Compliance teams.
Coordinate and support activities relating to Supervisory Body (Organismo di Vigilanza) meetings, audits, and inspections, ensuring the timely preparation of required documentation.
Monitor changes in relevant legislation, regulatory requirements, and industry best practices, keeping local leadership informed of potential business impacts.
Partner with the Governance & Contracts team to support the preparation, review, and administration of local agency and distribution agreements.

Monitor developments in sustainability legislation, environmental regulations, and ESG best practices to ensure ongoing compliance and identify opportunities for improvement.

Gather and analyse feedback from employees, customers, and industry associations to support the development of sustainability initiatives.

Identify and recommend sustainability projects aligned with the United Nations Sustainable Development Goals (SDGs).

Promote a culture of continuous improvement by supporting local sustainability programmes and cross-functional initiatives.

Manage the company vehicle fleet, including vehicle allocation, leasing contracts, renewals, and end-of-lease returns.
Act as the primary point of contact with the leasing provider (Ayvens), negotiating terms and ensuring cost-effective fleet solutions.
Monitor fleet performance, including vehicle utilisation, maintenance schedules, servicing, and insurance coverage.
Ensure full compliance with local legislation, health and safety requirements, and company fleet policies.
Prepare regular fleet reports and provide data-driven insights and recommendations to improve operational efficiency, optimise costs, and support informed decision-making.
Collaborate with internal stakeholders and external suppliers to ensure the effective and seamless management of fleet operations.

Requirements

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Bachelor’s degree in business administration, legal, or a related field.
Strong knowledge of Italian tax, accounting, and employment legislation.
Previous experience in HR administration and/or compliance roles within multinational environments.
Excellent organizational, communication, and stakeholder management skills.
Proven ability to collaborate effectively across cross-functional global teams and with external advisors.
Proactive, detail-oriented mindset with a strong interest in sustainability, process improvement, and continuous learning.
Fluent Italian with an excellent command of spoken and written English.