We are looking for an Office Manager in our Milan office. This is a very exciting opportunity as we offer real development within the company.
The Role And What You'll Be Doing:
Reporting to the Facilities Director and Milan Office Controller but shared with all the Milan divisions, the role holder will have responsibilities across several areas:
- As Office Admin, he/she will ensure that the office is kept presentable and well stocked with office and kitchen supplies.
- Form and always maintain relationships with relevant suppliers and a cost-conscious approach.
- He/she will be the primary point of contact between the Company and building management, form and maintain relationships with maintenance vendors and suppliers of furniture and fittings and coordinate day to day activities, e.g. cleaning, stationery purchase, etc.
- As Receptionist, he/she will be responsible for meeting and greeting visitors on arrival, ensuring the meeting rooms are kept clean and tidy, managing post in and out/courier deliveries, etc.
- As support to IMG Milan staff, he/she will take responsibility for assisting the team with guest welcome, package shipping and receipt and other activities that might be requested from time to time.
- He/she will support the Models Team especially during the Fashion Week taking care of the activities that will be necessary, also working late in the evening or during the weekend.
Daily Tasks
- First point of contact for the company including front line reception duties
- Answering telephone and resolving enquiries from staff, public & business contacts
- Processing and organising collections and deliveries
- Manage internal booking of meeting rooms and board room
- Manage badges and request to access the office, parking, alarm system also dealing with security services Company
- Dealing with Suppliers, cleaning contractors, building management
- Maintenance of kitchen / office equipment
- Administrative support for different departments
- Organising in-house catering
- General Office Maintenance and upkeep of the office
- Point of contact for IT team to resolve local IT/network issued
- Ensuring Health & Safety Regulations are met in compliance, be the point of contact for RSPP and Labour Medicine Doctor in order to organize activities such as survey, medical test, training, etc, person appointed for fire emergency and first aid services,
Ad hoc duties as directed by Senior Management - Creating positive working conditions by keeping the office fun, tidy, and professional.
- Hours: Mon-Fri: 9:30am-18:30pm with one hour lunch break
You Will Have These:
- Excellent organisational, time management and customer service skills
- Ability to work well as part of a wider team
- Ability to use your own initiative but also know when matters need to be referred to management.
- Demonstrable experience in a similar role.
- Professional and personable in dealings with internal and external stakeholders
- Able to work flexible hours when necessary in support of high priority actions or remote staff.
- Able to stay cool under pressure and deal with conflicting demands diplomatically.
- Strong MS Office skills across word, excel, outlook and power point.
- Excellent communication skills both written and oral, in Italian and English
- Discrete and trustworthy with respect to confidential and personal information
- Accurate and a with a strong attention to detail
WME Group is proud to be an equal opportunity employer that encourages applications from qualified, eligible candidates from all backgrounds and life experiences regardless of race, gender identity, disability, age, sexual orientation, religion, or belief.
