Greentalent is a recruiter specialized in the search and selection of professionals and managers in the Energy, Engineering, and Environment markets. On behalf of an international solar energy asset company, we are looking for an:

Office Administrator & Administrative Specialist

We are looking for an organized, proactive, and detail oriented Office Administrator & Administrative Specialist to join the team. In this role, you will be the backbone of our daily operations, managing administrative processes, basic treasury, HR back-office, logistics, and order management through our ERP system. This is an excellent opportunity for a junior or mid-level professional who enjoys multitasking, thrives in a dynamic environment, and wants to take ownership of diverse administrative workflows.

Key Responsibilities

1. Administrative, Invoicing & Treasury Management

- Support the preparation and issuance of outgoing invoices (including reporting and invoicing for energy generated by our PV plants) and collect/formally verify incoming invoices.
- Support and monitor the order cycle and sales workflow within the company ERP.
- Maintain, structure, and update the digital archive (Google Workspace, Drive, OneDrive) with clear filing criteria, ensuring complete documentation.
- Classify and upload invoices and monthly bank statements to the cloud for the accountant (excluding those directly on SDI), facilitating monthly management accounts.
- Manage invoice payments (corporate and project related), monitor payment deadlines, track receivables, and handle polite payment reminders/solicitation.




- Assist in processing simple management accounts for the monthly Steering Committee (Steerco) Report.

2. HR Back-Office & Health and Safety (H&S;)

- Support bureaucratic requirements and coordinate with the accountant, labor consultant, and HR consultants, overseeing salary payments, TFR, and executive/management contributions.
- Manage the administrative and documentary process for new hires and internships, including the archiving of personnel files and management of assigned company assets.
- Support the preparation of expense reimbursements.
- Manage recurring H&S; documentation (medical examinations, training certificates, appointments for first aid/fire safety) and liaise with the external RSPP.

3. Office Management, Logistics & Executive Support

- Manage day by day relations with our coworking provider and oversee small recurring orders.
- Organize and book travel for employees and management via corporate tool.
- Manage calendars, schedule meetings and filter incoming communications for management only, and assist in organizing events, meetings, and workshops (both online and in-person).
- Act as a point of contact, coordinating smoothly with both Italian and international partners.





4. Project Reporting & Grants/Tenders Support

- Collect, organize, and match administrative documents (invoices, contracts, receipts, payment proofs) to prepare financial reporting dossiers for projects.
- Research and operationally support the management of tenders and grants for startups/companies.

Requirements:

- Experience: 3 to 5 years of experience in back-office, administration, or secretarial roles, preferably in energy sector.
- Languages: Fluent Italian (native or bilingual) and professional working proficiency in English (written and spoken) to coordinate with international partners.
- Proficiency with cloud platforms (Google Workspace/Drive, OneDrive, SharePoint) - Familiarity with collaborative/ERP tools (specifically Monday.com is a strong plus) - Good knowledge of Microsoft Excel / Google Sheets.
- Strong organizational skills, ability to set up checklists, schedules, and simple operating procedures.
- High level of precision, attention to detail, and confidentiality.
- Proactive problem-solving attitude with the ability to work independently.

Location: Milan, Italy (Hybrid).

Salary range: € 35.000 - €40.000 Benefits

This job posting complies with EU Directive 2023/970 on pay transparency and is open to candidates of all genders, in line with Italian Legislative Decree No. 198/2006. Aegis Srl is an authorized recruitment and selection agency under Italian law (Ministerial Authorization No. 26543, pursuant to Legislative Decree 276/2003).

📌 Office Administrator & Administrative Specialist (Milano)
🏢 Greentalent
📍 Milano