Spring Studios

Careers

THE ROLE


Office Manager & Resource Coordinator (Milan)

Spring Studios is a worldwide creative and production agency specialised in supporting fashion, luxury, beauty and lifestyle brands. 

 

Spring Studios is looking for an office manager and resource coordinator to be hired in our Milan office.

You will supervise and be responsible for the efficient management of the office and operational service of the Company and support the Management with administrative duties.

You will serve as the key point of contact for handling resource requests, ensuring the right people are assigned to the right projects at the right time.

The ideal candidate is proactive, highly organized, able to manage multiple tasks and remains calm under pressure.

RESPONSIBILITIES

  • Act as coordinator between the Company and external service providers (e.g cleaners / technicians / couriers)

  • Being a first point of contact to visitors and staff

  • In Box management

  • Make sure the office is tidy and operating efficiently

  • Manage the office budget for stationery, grocery, books and a magazines

  • Ensure that office repairs, maintenance and enhancements are actioned in a timely manner

  • Be responsible for the organisation of all office events

  • Organize meetings and manage the logistics for meetings including organizing agendas, booking meeting rooms, sending out calendar invites, preparing written materials,

  • Answer telephone calls, pick up voicemails, pass on messages and manage emails

  • Arrange international and national travel arrangements including but not limited to, hotel and flight reservations, pick-ups, meeting itineraries

  • Create powerpoint presentations

  • Prepare expense reports

  • General secretarial activities where required

  • Work closely with Creatives, Chief Client Officer and Account Managers to input of all resource bookings into our scheduling tool

  • Liaise daily with individual Creatives to understand workload & capacity and support prioritisation

  • Become an expert user of the platform that we use for resourcing, timesheets & reporting.

  • Facilitate timesheet compliance – remind team to help ensure timesheets are completed accurately, weekly, across the business.

REQUIREMENTS

  • Italian – mother tongue,

  • English is a must

  • Problem solver with the ability to juggle a lot simultaneously

  • Communicate effective & proactively

  • Previous experience in a similar role

  • Highly organized and methodical

  • Constructive, positive relationships within the team and with every department 

  • Excellent knowledge of Microsoft Excel, Power Point and Word

  • Ability to prioritize workload with an attention to detail and willingness to complete tasks in a timely and efficient manner

  • Uses appropriate judgement when responding to the needs of senior level executives

  • Shows initiative in taking actions and responding appropriately

  • Adhere to the internal processes such as approvals

TO APPLY

Please apply by clicking here