HR Operations & Administration Specialist

Who We Are

Extraordinary places, passionate people, and shared learning experiences: this is Aethos. We believe that travelling and hospitality should leave a lasting positive impact on the mind, body, and soul. That's the reason why we choose our locations very carefully and work together with people who want to be part of a community instead of just “having a job”. Everyone who works at Aethos can make a personal impact on the community and company – great ideas can come from anywhere. We are a young and dynamic hospitality company that understands the value of time with friends and loved ones. We make a conscious choice towards sustainability and wellbeing, and the luxury of time and space. We stand for freedom from the stresses and anxieties of modern life. We want to be the first choice for anyone who seeks respite and refuge from the boring, the stressful, and the unsustainable. That’s why we define hospitality differently: while all of our decisions should be made with the community and needs of our guests in mind, we always strive to create a community that we want to be part of and that improves the world around us. We invite you to be part of our story.

Job Overview

We are looking for an HR Operations & Administration Specialist to manage the employee lifecycle from offer acceptance onwards, supporting the day-to-day HR operations of Aethos. This is a hands‑on role combining HR administration, payroll support, onboarding, and employee support, with close collaboration across departments and with external partners. You will work closely with the HR Manager and Recruitment Specialist, ensuring smooth processes, accurate data, and a positive employee experience throughout the year.

Reports to: HR Manager

Based in: Milan

Key Responsibilities

• HR Administration & Employee Lifecycle – Manage onboarding and off‑boarding processes, ensuring a smooth employee experience and complete documentation. Maintain accurate employee records within the HRIS systems (Bamboo / Zucchetti). Prepare and manage employment contracts and related documentation.
• Payroll & Data Management – Support the payroll process in collaboration with the external payroll provider. Verify payslips and payroll‑related data. Prepare regular HR reports and support data analysis.
• Attendance & Operational HR – Monitor attendance, absences, leaves, and shift‑related information in line with hospitality operational needs. Respond to day‑to‑day HR requests from hotel staff.
• Health & Safety – Coordinate Health & Safety activities within the hotel. Ensure compliance with legal requirements and internal procedures. Manage documentation, risk assessments, and mandatory employee training.
• Stakeholder & External Relations – Act as a liaison with external partners, including labor consultants, payroll providers, and H&S consultants.

Your Requirements And Qualifications

• Fluent in Italian and English.
• Previous experience in HR administration, people operations, or HR generalist roles, preferably in hospitality.
• Strong organisational skills and attention to detail.
• Comfortable managing HR systems (Zucchetti) and administrative processes.
• Proactive, reliable, and collaborative approach.
• Able to work effectively in a fast‑paced, operational environment.

What We Offer

• Attractive development opportunities in a high‑growth environment, domestically and internationally.
• Family & Friends hotel rate.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.