Administrative Secretary

**Language and office skills**:The administrative secretary must speak good Italian and English and communicate in English with colleagues from other companies in the MES International group.She**/**he is familiar with MS Office especially Office, Excel and Teams.
- **Office Management**:The administrative secretary is responsible for managing the Company's office with respect to operational and regulatory deadlines, the main ones of which are listed below:

- keeps the list of employees and medical fitness certificates up to date,
- ensures that stationery and general office supplies are available, including functioning printers, internet, telephones, first aid kits, fire extinguishers, etc.
- organizes Company archives and documents according to the ISO standards acquired by the Company
- manages the deadlines of insurance contracts for printers, coffee, water, fire extinguishers, telephones, electricity, rent, etc., the office service facilities.
- answers phone calls to filter them and direct them in the right direction (during remote working days by Company mobile).
- prepares, at the request of relevant positions, corporate documents such as letters, resumes, reports, presentations, and memos, following standard corporate formatting and ensuring content accuracy,
- prepares the supplier orders in Company format at the request of the relevant positions and requests the signature to the competent positions. Archives active and passive orders/contracts/invoices according to procedure.
- book colleagues' travel arrangements with the travel agency upon request and approval from the department position.
- provides support to colleagues in assigning the project number through Company IT systems,
- supports colleagues in managing orders, SALs and invoices according to Company procedures.
- **Attend meetings at the relevant office**:It is the administrative secretary's responsibility to attend Company meetings (usually once a week) and meetings of managers (President, Technical Director, and Personnel Manager), and to organize the logistics of the meetings for those who request them.
- **Data processing (billing and attendance sheets)**:the administrative secretary provides:

- invoicing management (for both accounts receivable and accounts payable), address to the Project Manager in charge for getting the approval the file them in the Company systems: before forwarding the invoices to the accountant/employment consultant..
- staff attendance sheets, including meal voucher status, and expense reimbursements to the accountant/employment consultant's office.
- maintains contact and periodically updates the debit and credit accounting data with the other companies of the MES International group, under the supervision of the Administrator.
- **Banking operations support**:the administrative secretary
- manages, under the supervision of the Company Administrator, the Company current account by arranging payment transfers, which will be authorized by the Company Administrator,
- Verifies that customers have paid their invoices as per the contract term of payment and prompt them to pay in the event of late payment.
- **Work location**: The administrative secretary will be based in San Donato M.se or in Pisa office depending on adm. secretary home.

Pay: €27,000.00 - €30,000.00 per year

Ability to commute/relocate:

- 20097 San Donato Milanese: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (preferred)

**Experience**:

- administrative/secretary: 3 years (required)

**Language**:

- Italian (required)
- English (required)

**Location**:

- 20097 San Donato Milanese (required)