Office Manager - Site Based

About the role

We are looking for a detail‑oriented Office Manager / Site Administrator to run the day‑to‑day administrative processes at our construction site in Italy. The role ensures smooth operations, compliance with local regulations and efficient support for project teams.

Key responsibilities

• Coordinate and book inductions and training sessions for site operatives, keeping accurate records.
• Manage staff records for new hires, transfers and leavers, informing the principal contractor and office.
• Act as compliance officer, ensuring site documents (A1 certificates, contracts, appendices) meet local legal requirements.
• Assist procurement by preparing requisition forms and tracking deliveries.
• Handle project office administration including scanning, photocopying, printing and document organisation.
• Maintain a subcontractor directory and professionally welcome site visitors, subcontractors and operatives.
• Work with the Health & Safety officer to inspect safety documentation and ensure site compliance.
• Provide ad‑hoc administrative support to the project team as needed.
• Prioritise tasks, make independent decisions and create document‑control systems.
• Conduct audits, train employees on documentation access and develop standardised procedures in collaboration with project managers.

Required profile

• Minimum 4 years of administrative experience in a fast‑paced environment.
• Strong problem‑solving abilities and capacity to work independently.
• Full clean driving licence.
• Fluent in Italian and English.
• Excellent organisational, time‑management and detail‑oriented skills.
• Ability to handle confidential information with discretion.
• Proven ability to analyse data, follow procedures exactly and communicate effectively with teams.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Google Drive