Document Specialist/Back Office Specialist

Energy Dome is a company with revolutionary technology for large-scale and long-duration energy storage.

Our proprietary process uses CO2 in a closed thermodynamic cycle to store energy efficiently, with high round-trip efficiency and scalable industrial equipment. We're on a mission to reshape the future of energy, and our dynamic team of professionals from across the globe is rapidly growing.

We are now looking for a methodical and highly organized person to join our team in Milan full-time. The role is ideal for someone who enjoys working in a structured way, is precise, consistent, and thrives in repetitive but high-responsibility tasks.

This position is particularly suitable for candidates with experience in back-office administration, technical secretarial work, archiving, or document management, especially in structured environments such as engineering, manufacturing, or large service companies.

What you will do:

You will support the execution of projects and internal operations by managing and organizing technical, procedural, and contractual documentation. You will ensure proper registration, versioning, and archiving of documents, as well as compliance with company procedures and quality standards.

Key Responsibilities:

Document Control & Archiving

• Maintain and update the Master Document List (MDL)
• Ensure accurate file naming, version control, and archiving in shared folders
• Guarantee traceability and structured access to documentation

Document Workflows

• Follow internal document issuance and approval workflows
• Oversee the exchange of documentation with vendors and clients
• Prepare and archive transmittals

Template & Quality Compliance

• Ensure all outgoing documents meet template and formatting standards
• Support the maintenance of templates and documentation guidelines

Follow-up & Coordination

• Collaborate with engineers and other stakeholders to ensure timely delivery and updates
• Monitor external document submissions (from suppliers and contractors)
• Report inconsistencies, delays, or non-compliance

Additional Duties

• Support implementation of a Document Management System (DMS/EDMS)
• Act as the internal point of contact for documentation-related matters
• Help define and improve documentation procedures

Who you are:

• Experience in administrative, document control, or back-office roles in technical settings
• Exceptional attention to detail and consistency
• Comfortable with repetitive tasks and structured processes
• Excellent knowledge of Excel and digital file organization
• Good communication and coordination skills
• Fluent or professional working knowledge of English

Bonus if you have:

• Experience with document coding systems or EDMS platforms
• Familiarity with ISO 9001 and quality control processes

Why join us:

• Be part of a fast-growing clean-tech company with real impact
• Work in a dynamic, international environment
• Gain visibility and ownership in a transversal operational role