Office Administrator & Administrative Specialist

About the role

Coralsun, part of the Sky Zestec Italy Group, is an innovative renewable‑energy company specializing in PV solar plant development, management, and optimization. The Office Administrator & Administrative Specialist position is based in Milan with a hybrid working model (regular office presence). You will support daily operations, managing administrative processes, basic treasury, HR back‑office, logistics, and order management via the ERP system (Monday.com).

Responsibilities

• Invoicing & Operational Accounting: prepare and issue outgoing invoices (including energy‑generated invoices), verify incoming invoices.
• Order & ERP Management: support and monitor the order cycle and sales workflow in Monday.com.
• Digital Archiving: maintain and structure digital archives (Google Workspace, Drive, OneDrive) with clear filing criteria.
• Accountancy Liaison: classify and upload invoices and monthly bank statements to the cloud for the accountant.
• Payments & Cash Flow: manage invoice payments, monitor deadlines, track receivables, send polite reminders.
• Reporting: assist in processing simple management accounts for the monthly Steering Committee report.
• HR Administration & Consultants Liaison: support bureaucratic requirements, coordinate with accountant/labor consultant/HR consultants, oversee salary payments, TFR, executive contributions.
• Onboarding & Team Support: manage administrative process for new hires/interns, archive personnel files, manage assigned company assets.
• Expense Reports: support preparation of expense reimbursements.
• Health & Safety (H&S): manage recurring H&S documentation (medical exams, training certificates, first‑aid/fire‑safety appointments) and liaise with external RSPP.
• Office & Coworking Coordination: manage relations with coworking provider, oversee small recurring orders.
• Travel & Logistics: organize and book travel for employees and management via corporate tool.
• Daily Support: manage calendars, schedule meetings, filter incoming communications for management, assist in organizing events/meetings/workshops (online and in‑person).
• International Coordination: act as point of contact with Italian and international partners.
• Project Reporting & Grants/Tenders Support: collect, organize, and match administrative documents for project financial reporting dossiers.
• Tenders & Subsidized Funding: research and operationally support management of tenders and grants for startups/companies.

Requirements

• 3 to 5 years of experience in back‑office, administration, or secretarial roles, preferably in the energy sector.
• Fluent Italian (native or bilingual) and professional working proficiency in English (written and spoken).
• Proficiency with cloud platforms (Google Workspace/Drive, OneDrive, SharePoint).
• Familiarity with collaborative/ERP tools (Monday.com is a strong plus).
• Good knowledge of Microsoft Excel / Google Sheets.

Skills

• 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 ability to work independently.

Benefits

• Meal vouchers.
• Dynamic, collaborative, international work environment.
• Professional growth opportunities in a structured yet fast‑growing company.
• Modern workspace setup.

Pay

Competitive salary up to €35,000 RAL (based on your actual experience).