Administrative Coordinator (Expansion Project)

Administrative Coordinator (Expansion Project)

Trieste, Via degli Alti Forni snc.

HHLA PLT Italy S.r.l.

Administration

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.

If you would like to shape the future of HHLA PLT (Logistica Giuliana) together with us, we look forward to receiving your detailed application - preferably online via our application form.

Your contact

HHLA PLT Italy S.r.l.
HR Management
Giulia Sant