Office & Business Coordinator | Italian & English

Do you enjoy working with various stakeholders and diversity in your responsibilities? Our client, a global company within the chemical industry, is looking for an Italian & English speaking Office & Business Support Specialist.

What you will be responsible for in a nutshell:

We are seeking a highly organized and detail-oriented professional to oversee regional logistics, financial operations, and business support across offices in 9 different European countries. This role requires a proactive individual with strong experience in logistics, financial coordination, and order management, ensuring smooth operations and compliance. Key responsibilities include:

Financial Operations

• Monitor and process invoices related to transport, warehousing, customs, and outsourcing services.
• Oversee e-invoicing for the Italian entity, ensuring accuracy and timely processing.
• Ensure adequate funds are available in the Italian bank account for timely excise duty payments.
• Track supplier and client payments, ensuring on-time processing.

Business Support

• Monitor incoming orders against budget and sales forecasts.
• Manage tender quotations, comparing pricing, terms, and service details.
• Maintain and update client qualification records and legal documentation.
• Ensure contracts are up to date, including price adjustments, NDAs, and other terms.
• Collaborate with technical teams to manage regulatory documents and product codes.
• Maintain an updated pricing database and support pricing adjustments as per contractual agreements.

Logistics & Order Management

• Process incoming orders in Oracle and ensure proper order fulfillment.
• Act as the first point of contact for warehouses, brokers, and transport providers.
• Optimize delivery planning to reduce transport costs.
• Oversee customs clearance and ensure alignment with stock requirements.
• Maintain and update logistics cost records.
• Manage customer service aspects, including order confirmations, delivery follow-ups, and master data updates.

Inbound & Outbound Logistics

• Coordinate supply chain operations, including imports, customs clearance, and vendor management.
• Maintain optimum inventory levels and ensure zero stock variance at warehouses.
• Ensure timely invoicing and shipment documentation processing.
• Manage transport contracts and build relationships with hauliers to secure better pricing.

Additional Responsibilities

• Conduct quarterly stock audits and liaise with warehouse teams.
• Maintain HR records related to attendance, medical checks, and compliance training.
• Organize internal and external meetings, including travel arrangements.
• Oversee sample shipments and fuel-related logistics.

The way of working:
This is a fully remote job based in Italy for full-time.  

Qualifications & Skills:

• Fluency in Italian and English is must
• Strong proficiency in Microsoft Office and Oracle or any other ERP system
• Minimum 10 years of experience in logistics, finance, or business operations.
• Excellent organizational and problem-solving skills.
• Ability to work independently and as part of a team.

Relocation support is not possible for this position and we will therefore only consider candidates within the Netherlands with a valid work permit.

Sounds interesting? Apply directly or contact izumi@adamsrecruitment.com for more information.