Job Description

Provide structured support to project assignees living in or transiting through Milan, ensuring smooth relocation, compliant housing arrangements, and effective navigation of Italian public administration.

Key Tasks and Responsibilities:

• Expatriate & Assignee Daily-Life Support
  • Act as the first point of contact for assignees requiring support with daily‑life matters in Italy.
  • Assist with practical settling‑in needs such as utilities, local service providers, banking, health appointments, and other day‑to‑day administrative interactions.
  • Provide support in navigating Italian systems, processes, and local practices.
  • Support employees in understanding what steps they must complete themselves and ensure they remain responsible for their own personal matters.
• Housing Coordination
  • Arrange housing for short‑term and long‑term assignees, ensuring solutions meet project standards and comply with policy and budget.
  • Coordinate with real estate agencies, landlords, and service providers (e.g., viewings, negotiations, contract processes).
  • Manage move‑in / move‑out logistics and support in resolving maintenance or accommodation‑related issues.
  • Maintain accurate housing records and support housing‑related policy compliance.
• Italian Public Administration Support
  • Support assignees in obtaining required official documents where needed
  • Liaise with local authorities including municipalities, Questura, tax offices, and other public institutions as needed.
  • Provide guidance to ensure assignees understand required actions and deadlines.
  • Clarify which steps must be completed personally by the assignee, ensuring ownership remains with the employee.
• Translation & Interpretation (Daily-Life Only)
  • Provide translation and interpretation exclusively for personal‑life or relocation‑related matters, not work‑related tasks.
  • Support interactions with service providers such as doctors, landlords, banks, municipal offices, and other local institutions.
  • Translate personal documents where necessary to facilitate understanding of local procedures and requirements.
  • Ensure translation support empowers employees rather than replaces their own responsibilities.
• Travel Coordination Across Project Locations
  • Arrange and coordinate travel for project employees across all relevant project hubs
  • Manage booking of flights, hotels, ground transportation, and changes or disruptions to travel plans.
  • Ensure compliance with company travel policies, cost‑efficiency guidelines, and approval workflows.
  • Maintain travel trackers, itineraries, and documentation to support mobility planning and reporting.
  • Act as liaison between employees, HR, and travel service providers to secure smooth travel operations.
• Administrative & Operational Support
  • Maintain accurate and organized records of housing, administrative support cases, and travel arrangements.
  • Support continuous improvements to administrative processes and service delivery.

Essential Qualifications and Education:

• Fluent Italian and English (written and spoken).

• Knowledge of Italian public administration processes and local bureaucratic requirements.
• Experience supporting expatriates, relocated employees, or internationally mobile staff preferred.
• Excellent coordination, organizational, and customer‑service skills.
• High cultural awareness, empathy, and discretion.
• Ability to work independently, manage multiple requests, and set clear boundaries with assignees.

• High School Diploma or equivalent

• Minimum of 6 years administrative experience, with at least 4 years in an HR admin role

• Excellent communication skills, both written and verbal

• Ability to build good relationships
• Strong sense of urgency and problem-solving skills
• Proficient in Microsoft Office - PowerPoint, Excel, Word, and Outlook

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