Administrative Office Manager

Vedi l’offerta su Go Lavoro: golavoro.it/annuncio-lavoro/7leszp

Polonord Adeste Srl is a dynamic company based in Castel Maggiore, Bologna, operating in the production and commercialisation of medical devices, diagnostic tests and protective equipment. We are a young, fast-moving team working in a regulated and international environment, with a practical, hands-on approach and a strong focus on quality, reliability and continuous improvement.
We are looking for an
Administrative Office Manager
to join our team and take responsibility for the company's administrative, accounting and reporting activities.
The successful candidate will coordinate a small team of four people:
two remote team members working in English
and
two on-site team members working in Italian
. While operational tasks will be shared across the team, the final responsibility for the accuracy, timing and quality of the administrative office's work will remain with the Administrative Office Manager.
Key Responsibilities
The Administrative Office Manager will be responsible for supervising, coordinating and, where necessary, directly managing the following activities:
Recording of accounts receivable and accounts payable transactions
Bank reconciliations
Accounting entries for intra-EU and extra-EU purchase invoices
Recording of fixed asset purchase invoices and management of fixed assets
Monthly and/or quarterly VAT settlements and related communications
Accounting entries up to the preparation of the financial statements
Maintenance of the company minutes book
Payroll management and coordination with external consultants where applicable
Warehouse accounting management
Weekly and monthly trackers and reports using Google Sheets
Daily alignment with team members on task progress,



priorities and deadlines
Participation in Zoom team calls to share progress updates
Updating projects and tasks in the company's project management tool
Proposal, documentation and implementation of process improvements
Administrative support to other departments and staff as needed
Team Management
This role requires strong organisational and communication skills. The Administrative Office Manager will be expected to assign tasks, monitor progress, follow up on deadlines and ensure that both the remote and on-site team members are aligned.
The role involves working daily in both
English and Italian
, so the ability to communicate clearly and confidently in both languages is essential.
Requirements
Solid experience in administration, accounting or finance office management
Good knowledge of Italian accounting principles and VAT procedures
Experience with accounts payable, accounts receivable, bank reconciliations and accounting entries
Familiarity with intra-EU and extra-EU purchase invoice management
Experience coordinating people, tasks and deadlines
Good command of Google Sheets or similar spreadsheet tools
Ability to work with project management tools and structured reporting systems
Fluent Italian and professional English
Strong attention to detail, reliability and sense of responsibility
Practical, proactive and process-oriented mindset
Nice to Have
Experience in companies operating in regulated sectors, medical devices, diagnostics, healthcare, manufacturing or distribution
Experience working with remote teams
Familiarity with warehouse accounting and fixed asset management
Experience improving internal administrative processes

Vedi l’offerta su Go Lavoro: golavoro.it/annuncio-lavoro/7leszp