HR & Admin Specialist
Pubblicato il 04-09-2026 - vivo Italia in Milano
HR & Admin Specialist
Location: Milan, Italy
Employment Type: Full-time
Competenze, Esperienza, Qualifiche: se possiede i requisiti giusti per questa possibilità, si candidi oggi stesso.
Role Overview
We are looking for a proactive and well-organised HR & Admin Specialist to support the day-to-day HR and administrative operations of vivo Italy.
The role will have a strong administrative focus, covering personnel administration, time and attendance, business travel, company fleet coordination, departmental reporting, and employee documentation. The successful candidate will also act as an important liaison between the Italy office and vivo headquarters in China, supporting the review, adaptation, and local implementation of documentation, job descriptions, policies, and operational guidelines received from headquarters.
This position is suitable for an early-career HR and administration professional who is detail-oriented, dependable, comfortable working across cultures, and able to communicate effectively in Chinese, Italian, and English.
Key Responsibilities
- Support personnel administration throughout the employee lifecycle, including onboarding documentation, employee changes, leave records, and offboarding documentation.
- Manage and monitor employee time and attendance records, following up on missing or inaccurate information where necessary.
- Organise domestic and international business travel, including transportation, accommodation, travel documentation, and related employee support.
- Coordinate the administration of the company vehicle fleet, including vehicle records, lease documentation, insurance, maintenance coordination,
and communication with employees and service providers.
- Maintain accurate and up-to-date employee records, HR documents, administrative files, and internal tracking systems.
- Monitor departmental KPIs and prepare regular reports, summaries, and supporting data for local management and headquarters.
- Review job descriptions, policies, procedures, templates, and operational guidelines received from headquarters in China.
- Support the adaptation and implementation of headquarters documentation in line with local business needs and applicable Italian requirements, working with the relevant internal or external specialists when necessary.
- Translate or coordinate the translation of HR and administrative documentation between Chinese, Italian, and English.
- Act as a communication link between the Italy office and headquarters in China, ensuring that requests, documents, approvals, and follow-up actions are handled accurately and promptly.
- Support recruitment administration, including interview scheduling, candidate communication, document collection, offer coordination, and onboarding preparation.
- Assist with employee enquiries concerning administrative processes, attendance, travel, company policies, and general HR documentation.
- Coordinate with external vendors and internal departments such as Finance, Legal, HR, and Administration on operational matters.
- Provide general office and administrative support as required to ensure the smooth operation of the Italy office.
Profile We Are Looking For
- Bachelor's degree or equivalent qualification, preferably in Human Resources, Business Administration, Management, Languages, or a related discipline.
- Initial professional experience in HR administration, office administration, personnel management, or a similar operational role is preferred.
- Strong administrative and organisational skills, with close attention to accuracy and detail.
- Ability to manage multiple tasks, maintain clear records, and follow up on activities within agreed deadlines.
- Good working knowledge of Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
- Ability to handle employee and company information with appropriate discretion and confidentiality.
- Strong interpersonal and cross-cultural communication skills.
- Proactive, practical, service-oriented, and willing to support a broad range of HR and administrative activities.
- Comfortable working with both local colleagues and international stakeholders in a fast-moving business environment.
Language Requirements
- Chinese fluency at native or equivalent professional C1 level is strongly preferred due to the regular coordination and documentation exchange with vivo headquarters in China.
- Italian at C1 level or above, with strong written and conversational skills. xykwogc
- Professional working proficiency in English.