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