Logistics & Administrative Support

Logistics & Administrative Support – Jointing & Land Operations

AVENTA is currently seeking a Logistics & Administrative Support specialist on behalf of a leading global player in the Offshore and Marine energy industry. Based in Milan , this role is pivotal in coordinating the global movement of technical personnel and ensuring all operational missions are executed seamlessly.

The successful candidate will be responsible for the end-to-end personnel mobilization process, ensuring that all international deployments strictly adhere to safety regulations, visa requirements, and corporate travel policies.

Key Responsibilities:

Compliance & Certification Monitoring:

• Rigorous verification and tracking of mandatory technical and medical/HSE certifications. Managing and maintaining personnel medical documentation, ensuring completeness and compliance
• Maintaining an updated database of personnel documentation, contract expiries, and work permits.
• Expense & Administrative Oversight: Processing travel expense reports, ensuring accurate cost allocation to specific projects in coordination with the finance department.
• Administrative Management
• Managing site attendance records and time sheets for installation personnel
• Supporting continuous improvement by contributing to the development of simple tools, trackers and templates aimed at simplifying and standardizing administrative workflows

Travel & Mobilization Management:

• Full coordination of international travel arrangements (flights, accommodation, and local transport) for On/offshore crews and site-based personnel in remote locations.
• Supporting the management of work visas and related documentation for site and installation staff
• Serving as the primary point of contact for personnel on assignment, managing real-time logistics adjustments, and resolving travel-related contingencies.

Candidate Profile

We are looking for a highly organized professional capable of managing multiple priorities under tight deadlines.

• Experience: Previous background in administrative logistics, travel management —ideally within the Oil & Gas, Marine, or heavy industrial sectors.
• Languages: Full professional proficiency in Italian and English (written and spoken) is essential for daily interaction with international stakeholders and documentation.
• Technical Skills: Advanced proficiency in Microsoft Office (Excel); experience with travel management software will be considered as a plus.
• Soft Skills: Exceptional attention to detail , a proactive mindset, and the ability to navigate complex logistical challenges with calm and efficiency.

Employment Terms

• Location: Milan (Central area).
• Work Model: Hybrid (2–3 days per week in the office, with the remainder as home-working).
• Contract: 12-month fixed-term contract, with a strong view toward renewal or permanent extension