Admin Office Manager Jr. @ Lansweeper in Rome, Italy



Admin Office Manager Jr.

Job description

With a recently announced funding round from Insight Partners and impressive yearly revenue growth, Lansweeper is rapidly expanding its Global teams. We now need an Admin Office Manager in Rome to help us scale and to take Lansweeper to the next level.

Lansweeper is an IT asset management software helping businesses better understand, manage and protect their IT devices and network. We currently discover and monitor around 100 million connected devices from 25,000+ customers, including Mercedes, FC Barcelona, Michelin, Sony, Carlsberg, Nestlé, IBM, Maersk and Samsung to governments, banks, NGOs, and universities, driven by its 250+ strong teams in Belgium, Spain, Italy, Ireland, UK, Canada and the USA.

Your role will focus on both administration and office management. You will give your support to our business by taking care of some finance tasks, consisting in monthly accounting duties, sales invoices creation and reporting, besides business development duties, taking care of our prospect/customers’ agreements, renewal and usage of our software license.

For our office in Rome, Italy, you will be the first contact point for our employees and full in charge regarding all office facilities. It will consist of organizing and coordinating administration duties and office procedures. You will contribute to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

A day in the life of

The admin tasks include:

  • Monthly accountancy pre-closing tasks
  • Follow-up of orders and invoices
  • Checking agreements expiration and giving support for the renewal
  • Cash-flow controlling and reporting
  • Preparing bank transfers and bank reconciliation
  • Expense reimbursements
  • Management of the petty cash
  • Regular update of cost forecast
  • Be the first contact with the bank and with the external accountant

The office management tasks include:

  • Making sure our employees have all the necessary regarding office equipment.
  • Ensuring the office is a safe and secure work environment (Health & Safety at the workplace)
  • Being the first point of contact for public and private bodies
  • Acting as liaison between IT and office for various issues
  • Managing the relationships with the landlord and other vendors
  • Handling office administration tasks including office equipment, license renewal, lease renewal for office and ex-pat, office insurance negotiation and renewal
  • Solving issues regarding the office, ordering supplies, managing access to the office, etc
  • Providing supplies by identifying needs for the Reception, Meeting Rooms, and other general public areas
  • Managing office premises-related issues including equipment repair/maintenance and office safety
  • Negotiating contracts and maintaining relationships with third-party suppliers, negotiating insurance & quotes
  • Monitoring the service quality of the vendors and suppliers to ensure cost-effective and efficient services
  • Overseeing office and equipment management, invoice processing, managing office costs and making recommendation for office improvement
  • Supporting the organization of company events (team building, Christmas lunch, …).
  • Booking travel arrangements for our colleagues traveling from/to Italy.
  • Welcoming external and internal visitors in the office, arranging pick-up, business lunch/dinner.
  • Arrange meeting rooms and organize internal team meetings.
  • Handling official correspondence that we receive or need to send.

Job requirements

Are you the new Admin Office Manager at Lansweeper?

I am someone who

  • Can work independently with an excellent eye for detail.
  • Has great problem-solving skills.
  • Has a creative mind with the ability to suggest an improvement.
  • Is dynamic, committed, hands-on, and passionate.
  • Has excellent written and verbal communication skills, communicating in a fluent and friendly manner.
  • Is proactive and self-motivated with the ability to organize the own workload
  • Has a growth mindset with great people skills.
  • Is located in Rome or nearby 

I have

  • At least 3 years of relevant experience, preferably in a similar job.
  • Understanding that this position is primarily in-office due to the nature of the role
  • Strong organizational and planning skills in a fast-paced environment
  • Previous experience in both office management and finance support tasks.
  • Excellent problem-solving, planning, and organizing skills.
  • A thorough knowledge of written and spoken English.
  • Excellent time management skills and ability to multi-task and prioritize work

Going for gold?

  • Good Excel skills
  • Degree in business/administrative field preferred
  • Worked in a high-tech environment before
  • Broad and active interest in IT
  • Experience within a Scale Up/SaaS company?

Our offer you can’t refuse

  • Growing along with a company in full expansion
  • Variation, challenges, and responsibility
  • Easy-going teamwork
  • Working with leading tools and the newest technology
  • Fulltime long-term contract
  • Competitive wage
  • Extra company benefits
  • Flexible working hours
  • Internal and external training
  • Central and convenient office location