Office Specialist & Admin Support

Mandate – Office Specialist & Admin Support

Contract : Full-time

Salary : 34k€ - 41k€ based on experience

Location : Milan, Italy – onsite

Who We Are:

PFC SpA is a Benefit Company and an innovative single-family office for a branch of the Marzotto family.

Our Vision: A World of Social and Environmental Justice for Everyone.

Our Mission: We Invest, Grant, and Advocate for an Inclusive and Sustainable Economic System.

Our Values: Purpose, Integrity, Humanity.

The role:

PFC Family Office is seeking a highly organized and proactive Office Specialist & Administrative Support professional to oversee the day-to-day operations of our corporate office and ensure the smooth running of both physical spaces and internal administrative processes.

This role combines facilities and building management responsibilities with administrative and operational support, playing a key role in maintaining the functionality, efficiency, and welcoming atmosphere of our workplace.

The ideal candidate will manage ordinary and extraordinary maintenance, coordinate with suppliers and service providers, and contribute to core support functions for the Admin & Control team.

Key Responsibilities:

Facilities & Building Operations

• Oversee the day-to-day management of the office premises and building infrastructure (owned by the company), ensuring cleanliness, functionality, and security at all times
• Coordinate ordinary and extraordinary maintenance activities, liaising with external contractors and service providers to ensure timely and high-quality execution
• Manage contracts and relationships with key suppliers (cleaning, utilities, technical maintenance, security, etc.), ensuring cost-efficiency and service reliability
• Supervise inventory and procurement of office supplies and equipment
• Coordinate the annual safety compliance review with the external RSPP, monitor workforce changes to ensure mandatory safety training compliance, and organize periodic mandatory medical check-ups (FB60 Building, PFC Team, PFC Office)
• Manage administrative and relational aspects with the building tenant.

Reception & Office Coordination

• Act as the first point of contact for visitors and external guests, ensuring a professional and welcoming reception service
• Handle incoming calls, correspondence, deliveries, and meeting room logistics
• Organize internal meetings and events, coordinating logistics (ex. F&B needs), hospitality and branded materials

Administrative Support

• Manage F24 tax payments and ensure timely and accurate supplier and salary payments;
• Prepare and execute wire transfers (vendors, salaries, taxes);
• Review and reconcile bank statements and office credit card charges;
• Reconcile account statements and invoices;
• Liaise monthly with the external accountant to ensure accurate bookkeeping and compliance with tax obligations;
• Collect and manage documentation for self-invoicing and upload to “Fatture in Cloud”;
• Oversee supplier contracts and conduct semi-annual reviews;
• Monitor and review company expenses on an annual basis;
• Track monthly team attendance and coordinate with the labour consultant;
• Prepare necessary documentation and execute salary wire transfers.

Team Support

• Onboarding operations
• Office self-care activities organization
• Travel Management for PFC Management Team
• Management of receipts and expenses reports

Requirements

• Strong alignment with PFC's vision and values;
• At least 3 years of experience in office management, building operations and administrative support roles
• Strong ability to work proactively as part of a team, manage multiple projects, meet deadlines, and strive for a sophisticated result;
• Strong work ethic, intellectual curiosity and growth mindset;
• Fluency in Italian and English
• Excellent communication and interpersonal skills, with a customer-oriented mindset
• Proficiency in office software (Microsoft Office Suite, Outlook, Excel)
• Discretion, reliability, and a proactive approach to problem-solving
• Strong attention to details

Compensation and benefits:

• Full-time, permanent contract;
• RAL: 34k€ - 41k€ based on experience
• Bonus up to 40%;
• Ticket restaurant: 8€.
• Benefits package, including well-being initiatives
• Possibility of a four-days work week for long-term employees (after one year in PFC you can be "off" every other Friday, after two years in PFC you can be "off" every Friday)

PFC promotes equality, diversity, and inclusion. We make hiring decisions by aligning the company's needs with the skills and experience of candidates, regardless of age, disabilities (including hidden disabilities), gender, gender identity or gender transition, marital status, pregnancy and maternity, race, religion or belief, or sexual orientation.