Administrative secretary

• Language and office skills: The administrative secretary must speak good Italian and English and communicate in English with colleagues from other companies in the MES International group.She/he is familiar with MS Office especially Office, Excel and Teams.
• Office Management: The administrative secretary is responsible for managing the Company's office with respect to operational and regulatory deadlines, the main ones of which are listed below:

· keeps the list of employees and medical fitness certificates up to date,

· ensures that stationery and general office supplies are available, including functioning printers, internet, telephones, first aid kits, fire extinguishers, etc.

· organizes Company archives and documents according to the ISO standards acquired by the Company

· manages the deadlines of insurance contracts for printers, coffee, water, fire extinguishers, telephones, electricity, rent, etc., the office service facilities.

· manages Company correspondence, both incoming and outgoing, including certified email (PEC). Receive invoices, colleague and consultant timesheets, and expense reports.

· answers phone calls to filter them and direct them in the right direction (during remote working days by Company mobile).

· prepares, at the request of relevant positions, corporate documents such as letters, resumes, reports, presentations, and memos, following standard corporate formatting and ensuring content accuracy,

· prepares the supplier orders in Company format at the request of the relevant positions and requests the signature to the competent positions. Archives active and passive orders/contracts/invoices according to procedure.

· book colleagues' travel arrangements with the travel agency upon request and approval from the department position.

· provides support to colleagues in assigning the project number through Company IT systems,

· supports colleagues in managing orders, SALs and invoices according to Company procedures.

• Attend meetings at the relevant office: It is the administrative secretary's responsibility to attend Company meetings (usually once a week) and meetings of managers (President, Technical Director, and Personnel Manager), and to organize the logistics of the meetings for those who request them.
• Data processing (billing and attendance sheets): the administrative secretary provides:
• invoicing management (for both accounts receivable and accounts payable), address to the Project Manager in charge for getting the approval the file them in the Company systems: before forwarding the invoices to the accountant/employment consultant..

· staff attendance sheets, including meal voucher status, and expense reimbursements to the accountant/employment consultant's office.

· maintains contact and periodically updates the debit and credit accounting data with the other companies of the MES International group, under the supervision of the Administrator.

• Banking operations support: the administrative secretary

· manages, under the supervision of the Company Administrator, the Company current account by arranging payment transfers, which will be authorized by the Company Administrator,

· Verifies that customers have paid their invoices as per the contract term of payment and prompt them to pay in the event of late payment.

• Work location: The administrative secretary will be based in San Donato M.se or in Pisa office depending on adm. secretary home.

Job Type: Full-time

Pay: €27,000.00 - €30,000.00 per year

Ability to commute/relocate:

• 20097 San Donato Milanese: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• administrative/secretary: 3 years (Required)

Language:

• Italian (Required)
• English (Required)

Location:

• 20097 San Donato Milanese (Required)