Office Manager Italy

7 mesi fa

Milano, Italia Visa A tempo pieno

Company Description

Visa is a world leader in digital payments, facilitating more than 215 billion payments transactions between consumers, merchants, financial institutions and government entities across more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable and secure payments network, enabling individuals, businesses and economies to thrive.

When you join Visa, you join a culture of purpose and belonging - where your growth is priority, your identity is embraced, and the work you do matters. We believe that economies that include everyone everywhere, uplift everyone everywhere. Your work will have a direct impact on billions of people around the world - helping unlock financial access to enable the future of money movement.

**Join Visa: A Network Working for Everyone.**

**Job Description**:
**What's it all about?**

The Italy Office Manager role is an essential enabler for both Milan and Rome offices. The office manager provides full administration and key support services to ensure the day-to-day functioning of the offices.

We are looking for an enthusiastic and experienced individual who is a self-starter, able to undertake a variety of operational and administrative duties, work with local partners, as well as being the key liaison from a facilities perspective with Visa HQ and London, owning the tasks end to end.

**Key Accountabilities**:
**What we expect of you, day to day.**
- You will act as PA to the Country Manager managing meetings, calendar, travel and expenses.
- You will organize client hospitality events and gifts coordinating with external event management agency and internal stakeholders
- Supporting admin duties assigned by Regional Manager and Country Manager such as procurement processes, travel arrangements etc as needed
- Ensuring the smooth running of the office with respect to office spacing, seating plans and the procurement of office supplies.
- Managing the office meeting rooms and coordinates large meetings both internal with Visa Departments and external with Clients
- Managing local HR benefit administration: company cars, phones, luncheon vouchers, mandatory medical visits for new joiners and mandatory bi-yearly visits for the whole team based in Italy.
- Managing Health and Safety procedures in accordance with LD 81/08 and with Visa H&S Department
- Support HR with new employee onboarding with funds and TFR forms submission process
- You will be the managing liaison with Facilities and support all local activities necessary to effect facilities actions
- Managing inventory of all assets in office
- Managing local contracts (security, cleaning etc.), ensuring renewals are conducted in a timely manner and periodically reviewing more efficient options. Where pan-European contracts are in place, ensures all terms as laid down by Visa Europe are met
- Managing the procurement process & vendor onboarding of all local service contracts
- You will maintain the office accounts for a designated Visa office, ensuring the ledger is up-to-date and accurate, and that invoices (e.g. utilities etc.) are paid in a timely manner. Also responsible for the petty cash for the office.
- Supporting the local management and Facilities Department in preparing, monitoring and managing the office budget, ensuring all reports and returns are submitted in a timely manner.
- Supporting the local management in achieving financial targets, providing monthly feedback on variances and forecasts of expenditure.

**Qualifications**:
**What we're after**
- Experience in facilities and/or office management
- Excellent negotiation skills required to deal with local suppliers
- Fluent written and spoken English and Italian
- Previous experience working in a similar role at a multinational company
- Accuracy and high attention to detail
- Flexibility and good organisational skills
- Able to build positive working relationships
- Provide support to office colleagues and be happy to cover positions when they are absent
- A positive, can-do attitude and willingness to collaborate with a variety of internal stakeholders

Additional Information
- This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office 3 set days a week (determined by leadership/site), with a general guidepost of being in the office 50% or more of the time based on business needs_

All your information will be kept confidential according to EEO guidelines.

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