ESA engineering UK, (www.esa-engineering.com) is looking for an Office Manager & HR Specialist to oversee office operations and administrative functions, including Human Resources support in coordination with Italian HR Management Team, related to London Office.

The role will be based in London and will ensure the smooth running of the office on a day-to-day basis.

Responsibilities:

Office Operations and Support HR Management :

• Organize and implement office procedures and administration.
• Act as the primary contact for office maintenance, equipment, supplies, and errands.
• Coordinate meeting rooms and manage food arrangements when necessary.
• Handle correspondence, accommodations, queries, complaints, and prepare documents and reports.
• Ensure smooth onboarding/offboarding processes for newcomers and departures.
• Act as the primary contact for facilities management, coordinating with external stakeholders in a shared office environment.
• Coordinate with the Italian HQ with hiring processes, including contracts, visa, company events, team building activities.
• Manage internal events such as monthly team meetings, birthdays, after works, year-end seminars, etc.
• Manage travel arrangements for the team including bookings and answering queries via our travel management tool (BizAway).

Administrative Support:

• Liaise with staff, suppliers, and clients, managing databases and administrative systems.
• Manage office budgets, including ordering supplies, furniture, and equipment.
• Collaborate with the IT Italian team to maintain the email setup.
• Oversee office security, ensuring compliance with local regulation (coordination with IT, Security, and HR teams).

Key Skills:

• Reliability and discretion: you will often learn of confidential matters.
• Flexibility.
• Communication.
• Organizational skills.
• IT skills (Office, Creative Cloud).
• Problem-solving skills.
• Initiative & Proactivity.
• Time management skills.
• Teamwork attitude.
• Language: English fluent and Italian is a plus.
• Experience in an administrative role (> 1 year).
• Knowledge of Microsoft software packages.

Mandatory to be based in UK

Candidates are invited to read the privacy information pursuant to art. 13 of EU Reg. 679/2016 on data protection (GDPR) available in the privacy section of our website.