Facility & Administration Specialist

The Facility & Administration Specialist is responsible for managing all Pentax Italia facility activities and supports the Finance & Operations Manager in negotiating supplier contracts. The Facility & Administration Specialist also handle various administrative tasks, including managing employee expense notes.

Activities:

• Manage relationships with external service providers (facility management, maintenance, cleaning, security, utilities, office supplies, car leasing companies, fuels, laptops, mobile phones, switch board, printers and plants).
• Supervise office equipment, furniture, and company assets.
• Support the Finance & Operations Manager in the evaluation and possible renegotiation of contracts with suppliers.
• Support the Finance & Operations Manager in the data collection in Greenly platform.
• Support onboarding and offboarding processes from a logistical and administrative perspective.
• Manage the inventory process of demo, loaner, rental equipment, and other fixed assets.
• Monthly check of demos and loaners out more than 45 days.
• Management of internal disposition/scrapping process.
• Manage periodic waste declarations (MUD, Rentri, RAEE, Pile and so on).
• CONAI declaration.
• SIAF, Change form, ISO certificates preparation, approval, and archive in Quality System.
• Annual evaluation of suppliers’ preparation, approval, and archive in Quality System.
• Check and approve purchase invoices in the System for the area of competence.
• Check employees travel expenses note.
• Bank guarantees submission to the bank and monthly reconciliation.
• Corporate insurance management

Qualifications

• At least 3 years of Facility & Administration experience.
• Excellent English skills.
• Excellent knowledge of basic IT tools, such as Microsoft Office.
• Excellent interpersonal and communication skills.
• Residence in Milan territory.