Administrative Coordinator (Expansion Project)

HHLA PLT Italy is a multipurpose maritime terminal started in 2021, located in the middle of the fast-growing North Adriatic market. Here, the Expansion Project Team, carried out by the company Logistica Giuliana, is planning and executing a game changer phased project aiming to integrate the current facility into a fully automated state-of-the-art container terminal, making use of the most advanced technologies and expertise.

The Administrative Coordinator will play a key role in ensuring efficiency, productivity, the delivery of specific projects as well as contributing to a positive work environment. The Administrative Coordinator is responsible for the smooth running of our office daily activities. This role requires a combination of administrative skills and proactive approach to problem-solving.

What you can expect

• Manage daily office activities, including welcoming and organizing the access of guests, setting of meeting rooms.
• Assist with agendas management, including scheduling meetings, appointments, and events, and making travel arrangements as required.
• Draft administrative documentation including official presentations, communications, and documents.
• Assist in managing office budgets and expenses, tracking costs, and identifying opportunities for savings.
• Support with relocation activities of the team, liaising with external suppliers where needed.
• Support in drafting policies, procedures, and internal reporting to be implemented in the company.
• Assist in managing office supplies inventory, placing orders, and collecting respective tracking invoicing as needed.
• Provide administrative support, including managing correspondence and organizing documents between the different departments.
• Comply with all the safety and security rules and regulations lead by example.
• Support the department and business unit where required.
• Follow the corporate authority matrix, contract policies compliance guidelines.
• Actively report improvement opportunities to direct report.

What you bring to the table

• English level B2.
• Previous experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite and basic office management software.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Ability to multitask and prioritize tasks effectively.
• Willingness to learn and take on new responsibilities.
• Ability to maintain confidentiality and exercise discretion.

The ideal candidate would have a valid EU working permit and would be willing to relocate to Trieste on short notice.

We encourage applications from candidates belonging to protected categories under Law 68/99, including individuals with disabilities and other underrepresented groups.