Requirements: English
Company: POWERTECH
Region: Como , Lombardy
Job Summary
The Administrative & Procurement Coordinator will be responsible for managing purchasing activities, ensuring compliance with EDGE procedures, handling logistics and export documentation, maintaining inventory, and coordinating all administrative tasks of the company. Additionally, this role will coordinate HR and accounting activities in coordination with the Italian HR and accounting firm, as well as the related functions within EDGE P&S cluster, to support PowerTechs operations in Italy. Key responsibilities include:
Key Responsibilities:
Day-to-Day Administrative Tasks:
- Handle office management tasks such as ordering office supplies and maintaining administrative records.
- Process incoming and outgoing correspondence, emails, and phone calls.
- Coordinate meetings, travel arrangements, and schedules for management and staff.
- Support HR activities, including employee record-keeping and communication with external HR consultants.
- Assist with accounting-related tasks such as invoice processing and expense tracking in coordination with the accounting firm.
- Maintain an organized filing system for contracts, financial records, and company documentation.
- Act as a point of contact for internal and external stakeholders regarding administrative inquiries.
Procurement & Supplier Management:
- Execute purchasing activities in accordance with Powertech and EDGE procedures.
- Ensure timely payments to suppliers.
- Identify and qualify new suppliers when needed.
- Maintain relationships with existing suppliers to ensure quality and cost efficiency.
- Manage CAPEX procedures and documentation as required.
Logistics & Export Compliance:
- Prepare and issue transportation documents for shipments to suppliers and customers.
- Manage export documentation, including invoices and packing lists, for engines and components dispatched to the UAE.
- Liaise with Italian customs staff for necessary clearances and compliance.
- Oversee coordination with forwarders and carriers to ensure timely and efficient deliveries.
Inventory & Waste Management:
- Maintain an up-to-date inventory of materials, components, and finished goods.
- Ensure proper disposal of special waste, adhering to regulations and company procedures.
Compliance & Safety:
- Follow company safety procedures and coordinate with Italian HSE consultant for compliance matters.
- Ensure adherence to environmental and workplace safety regulations.
Qualifications & Experience:
- Diploma or Bachelors degree in Business Administration, Supply Chain Management, or a related field (preferred but not mandatory).
- Minimum of 3 years of experience in procurement, logistics, or administrative roles.
- Experience with international trade regulations and export documentation is a plus.
- Familiarity with Italian customs procedures and freight forwarding.
Skills & Competencies:
- Strong organizational and multitasking abilities.
- Excellent communication and negotiation skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP systems.
- Fluency in Italian and English (written and spoken) is essential.
- Ability to work independently and manage multiple tasks simultaneously.