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About the Role

We are seeking a professional and welcoming Facility Assistant/Receptionist to serve as the face of our Milan office for a leading global consumer goods company. This dynamic role combines traditional reception duties with administrative support, facilities coordination, and workplace ambassadorship to ensure seamless daily operations and exceptional visitor experience.

Key Responsibilities

Reception & Guest Services

Provide warm, professional greeting to all visitors, clients, suppliers, and team members. Manage visitor registration, issue security badges, and coordinate escort services as required. Handle incoming calls with professionalism, directing inquiries appropriately and taking accurate messages. Maintain reception area presentation and ensure it reflects company standards at all times.

Meeting Room & Event Support

Coordinate meeting room bookings and ensure spaces are properly configured for various requirements. Arrange catering services, audio-visual equipment setup, and room preparations for internal and external meetings. Support event logistics including setup, coordination during events, and post-event cleanup oversight.

Administrative Support

Assist with general administrative tasks including mail distribution, package handling, and courier coordination. Support document preparation, filing, and data entry as needed. Maintain office supplies inventory and coordinate procurement with suppliers when necessary.

Supplier & Vendor Relations

Serve as primary contact point for suppliers and service providers visiting the office. Coordinate supplier appointments, deliveries, and service calls. Assist with basic vendor management tasks and communicate requirements to the Facilities Coordinator.

Workplace Ambassador

Act as knowledgeable resource about office facilities, local area information, and company procedures. Support new team member orientation by providing office tours and basic facility information. Maintain positive, helpful demeanor that enhances overall workplace experience for everyone.

Requirements

Minimum 2-3 years reception or customer service experience, preferably in corporate environment. Fluency in Italian and English required; additional languages advantageous. Strong communication and interpersonal skills with natural hospitality orientation. Proficiency in Microsoft Office suite and reception management systems. Professional appearance and demeanor with attention to detail.

What We Offer

Opportunity to work with leading global brand in dynamic Milan office environment. Collaborative team culture with direct reporting to experienced Facilities Coordinator. Professional development opportunities within growing organization. Competitive compensation package appropriate for Milan market.

This role offers excellent opportunity for hospitality-focused professionals to contribute meaningfully to smooth office operations while developing facilities management and administrative skills in prestigious corporate setting.

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Il Ruolo

Stiamo cercando una persona professionale e accogliente per il ruolo di Facility Assistant/Receptionist, che rappresenterà il volto del nostro ufficio di Milano per un'azienda leader mondiale nel settore dei beni di consumo. Questo ruolo dinamico combina le tradizionali funzioni di reception con supporto amministrativo, facilities coordination e attività di workplace ambassadorship, per garantire operazioni quotidiane fluide e un'esperienza eccezionale per le persone in visita.

Responsabilità Principali

Reception e Guest Services

Fornire un'accoglienza calorosa e professionale a tutte le persone in visita, clienti, fornitori e membri del team. Gestire la registrazione delle visite, rilasciare security badge e coordinare i servizi di accompagnamento secondo necessità. Gestire le chiamate in entrata con professionalità, indirizzando le richieste appropriatamente e prendendo messaggi accurati. Mantenere la presentazione dell'area reception e assicurare che rispecchi sempre gli standard aziendali.

Meeting Room & Event Support

Coordinare le prenotazioni delle meeting room e assicurare che gli spazi siano configurati appropriatamente per varie esigenze. Organizzare servizi di catering, setup di attrezzature audio-visive e preparazione delle sale per incontri interni ed esterni. Supportare la logistica degli eventi inclusi allestimento, coordinamento durante gli eventi e supervisione del cleanup post-evento.

Supporto Amministrativo

Assistere con attività amministrative generali inclusa distribuzione della posta, gestione pacchi e coordinamento corrieri. Supportare preparazione documenti, filing e data entry secondo necessità. Mantenere l'inventario delle office supplies e coordinare il procurement con i fornitori quando necessario.

Supplier & Vendor Relations

Fungere da punto di contatto primario per supplier e service provider in visita all'ufficio. Coordinare appuntamenti con supplier, consegne e service call. Assistere con attività base di vendor management e comunicare le esigenze al/alla Facilities Coordinator.

Workplace Ambassador

Agire come risorsa competente riguardo le office facilities, informazioni sulla zona locale e procedure aziendali. Supportare l'orientation di nuovi membri del team fornendo office tour e informazioni base sulle facilities. Mantenere un comportamento positivo e utile che migliori l'workplace experience complessiva per tutte le persone.

Requisiti

Minimo 2-3 anni di esperienza in reception o customer service, preferibilmente in ambiente corporate. Fluenza in italiano e inglese richiesta; lingue aggiuntive costituiscono titolo preferenziale. Forti competenze comunicative e interpersonali con naturale orientamento all'hospitality. Competenza in Microsoft Office suite e reception management systems. Aspetto e comportamento professionale con attention to detail.

Cosa Offriamo

Opportunità di lavorare con un brand globale leader in un ambiente dinamico nell'ufficio di Milano. Team culture collaborativa con reporting diretto a Facilities Coordinator esperto/a. Opportunità di professional development all'interno di un'organizzazione in crescita. Compensation package competitivo appropriato per il mercato milanese.

Questo ruolo offre un'eccellente opportunità per professionisti orientati all'hospitality di contribuire in modo significativo alle smooth office operations sviluppando competenze di facilities management e amministrative in un prestigioso ambiente corporate.

Location:

On-site –Milano, ITA

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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