Administrative Office Manager at Polonord Adeste · Castel…

Polonord Adeste Srl is a dynamic company based in Castel Maggiore, Bologna, operating in the production and commercialisation of medical devices, diagnostic tests and protective equipment. We are a young, fast-moving team working in a regulated and international environment, with a practical, hands-on approach and a strong focus on quality, reliability and continuous improvement.

We are looking for an Administrative Office Manager to join our team and take responsibility for the company’s administrative, accounting and reporting activities.

The successful candidate will coordinate a small team of four people: two remote team members working in English and two on-site team members working in Italian. While operational tasks will be shared across the team, the final responsibility for the accuracy, timing and quality of the administrative office’s work will remain with the Administrative Office Manager.

Key Responsibilities

The Administrative Office Manager will be responsible for supervising, coordinating and, where necessary, directly managing the following activities:

• Recording of accounts receivable and accounts payable transactions
• Bank reconciliations
• Accounting entries for intra-EU and extra-EU purchase invoices
• Recording of fixed asset purchase invoices and management of fixed assets
• Monthly and/or quarterly VAT settlements and related communications
• Accounting entries up to the preparation of the financial statements
• Maintenance of the company minutes book
• Payroll management and coordination with external consultants where applicable
• Warehouse accounting management
• Weekly and monthly trackers and reports using Google Sheets
• Daily alignment with team members on task progress, priorities and deadlines
• Participation in Zoom team calls to share progress updates
• Updating projects and tasks in the company’s project management tool
• Proposal, documentation and implementation of process improvements
• Administrative support to other departments and staff as needed

Team Management

This role requires strong organisational and communication skills. The Administrative Office Manager will be expected to assign tasks, monitor progress, follow up on deadlines and ensure that both the remote and on-site team members are aligned.

The role involves working daily in both English and Italian, so the ability to communicate clearly and confidently in both languages is essential.

Solid experience in administration, accounting or finance office management

Good knowledge of Italian accounting principles and VAT procedures

Experience with accounts payable, accounts receivable, bank reconciliations and accounting entries

Familiarity with intra-EU and extra-EU purchase invoice management

Experience coordinating people, tasks and deadlines

Good command of Google Sheets or similar spreadsheet tools

Ability to work with project management tools and structured reporting systems

Fluent Italian and professional English

Strong attention to detail, reliability and sense of responsibility

Practical, proactive and process-oriented mindset

Nice to Have

• Experience in companies operating in regulated sectors, medical devices, diagnostics, healthcare, manufacturing or distribution
• Experience working with remote teams
• Familiarity with warehouse accounting and fixed asset management
• Experience improving internal administrative processes