Administrative Officer - Italy (d/f/m)

Administrative Officer - Italy (d/f/m)

Milan

Part-time

Fixed-term

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Short Facts

Join us: to build a smart and sustainable energy future, we are looking for an Administrative Officer for our Italian office. In this role you will be the operational backbone of Entrix Italy, managing internal accounting flows, company liquidity and day-to-day administrative activities, liaising directly with our accountant, employment consultant and key service providers. You will work independently, without the management acting as intermediary, and will help build the administrative foundations of the office as we grow.

Location: Milan, Italy

Contract type: Fixed-term 6 months, with the goal of a permanent position

Working arrangement: Part-time, 20 hours a week (days to be agreed)

Contract: Fixed-term 6 months, with possibility of conversion to permanent (National Collective Agreement — Commerce / Services sector, 3rd/4th level)

Languages: Italian, English C1–C2

Your Responsibilities

Internal accounting cycle management:

collection, classification and submission of documentation to the accountant, handling the official bookkeeping and tax reporting.

Accounts payable cycle:

verification and approval of relevant supplier invoices; coordination with the accountant for those under their remit; execution of supplier payments due via online banking; execution of salary payments for the Italian team, in coordination with the employment consultant

Company liquidity monitoring:

periodic review of balances, short-term cash flow forecasting and proactive reporting to management

Corporate compliance:

maintenance of statutory books, shareholder register, document archiving and filings with the Chamber of Commerce (company searches, certificates, updates to the business register)

Expense management and reimbursements via Circula

Personnel management:

support to the People team on any Italy-specific contractual or bureaucratic requirements, including local compliance and regulatory filings (such as mandatory employment notification to the Italian labour authorities - UNILAV), health and safety obligations, and coordination of tool access and equipment setup for new hires.

Office operations:

lease agreement and landlord relations, procurement and maintenance of office supplies and equipment

Plus Responsibilities — progressively over time

Compliance and deadlines: tracking of corporate and regulatory deadlines

Administrative management of contracts with professional service providers (accountant, employment consultant, other partners) such as filing, deadline and renewal monitoring, document collection

Administrative correspondence with public authorities and suppliers (Italian and English)

Administrative documentation: support for the parent company

Your Profile

Must-haves

At least 3 years of administrative experience in an SME, startup or professional firm (accountant / employment consultant)

Experience as the sole or primary administrative reference in a small organisation

Operational autonomy: able to organise their own work without daily supervision

Practical knowledge of invoicing, VAT, F24 tax payments and basic accounting processes

Fluent written English — communications with the parent company are in English

Good command of Excel and cloud tools (Google Workspace or Microsoft 365)

Nice to have

Diploma in Accountancy or degree in Economics

Experience with accounting software

Familiarity with international environments and reporting to a foreign parent company

A Short Note from Your Future Lead