Office manager

Agilité is looking for an office manager to help keep our Milan office running smoothly, professionally and efficiently.

Reporting to the country head, the office manager will oversee the day-to-day running of the office, coordinate administrative and operational processes, support local leadership, and act as a key point of contact for colleagues, suppliers and external partners.

This is a varied, hands-on role for someone highly organised, proactive and comfortable working across multiple areas of the business. Alongside office management and executive support, the role will also involve coordination with Agilité’s finance, communications and pre-construction teams, helping ensure the Milan office is well-supported, well-connected and aligned with wider company processes.

Working with Agilité:

Agilité is a pan-European commercial interiors and fit-out specialist, operating as a general contractor across multiple European markets. We deliver office, retail and hospitality projects for international clients, combining strong local delivery with centrally coordinated expertise.

Our client roster includes global names such as Eurostar, Nespresso, General Motors, Pepe Jeans, and Oliver Wyman.

Known for our resourceful problem-solving approach, Agilité works collaboratively with clients, consultants and supply chain partners to deliver sustainable, high-quality projects that meet exacting operational and commercial standards.

With 86 full-time employees across France, Germany, Italy, Luxembourg, Spain and the United Kingdom, our international team supports turnkey projects for brands expanding, relocating or improving their spaces across the continent.

Agilité is committed to building a diverse and inclusive team that reflects our customers, partners and the people who use the spaces we deliver. We want colleagues to thrive in an atmosphere of togetherness, where different perspectives, backgrounds and ways of thinking are valued, regardless of race, gender, sexual orientation, gender identity or expression, lifestyle, age, educational background, national origin, religion or physical ability.

Join one of Europe’s leaders in refurbishment and the creation of unique spaces. Agilité breathes new life into spaces for world-leading brands, and it is the people behind the projects, and the processes that support them, that make us different – alongside our B Corp certification.

Join one of Europe’s leaders in refurbishment and the creation of unique spaces. Agilité breathes new life into spaces for world-leading brands, and it’s the people behind the projects, and the processes underpinning the people which make us different – that, and our B Corp certification.

Key responsibilities.

Office operations.

• Ensuring the smooth day-to-day running of the office
• Coordinating and managing relationships with external suppliers and service providers, including facilities, IT support, cleaning and catering services
• Overseeing office maintenance, equipment and supply management
• Monitoring and controlling office-related expenses and budgets.

Administrative management.

• Organising, supervising and improving administrative processes and workflows
• Managing documentation, filing systems and company records
• Supporting the implementation of internal procedures, best practices, ISO requirements and B Corp requirements
• Ensuring compliance with company policies and applicable local regulations
• Supporting health and safety practices within the office.

Executive and employee support.

• Providing administrative support to senior management as required
• Coordinating calendars, meetings, travel arrangements and internal events
• Acting as a point of contact for internal and external stakeholders
• Supporting onboarding activities for new employees, including workspace setup, access and coordination
• Acting as a reference point for all office-related needs
• Contributing to a positive, efficient and professional working environment.

Accounting and invoice process support.

• Providing operational support for active and passive invoice management processes, in compliance with company procedures and in coordination with the finance team.

Communication and marketing coordination.

• Supporting the local implementation of marketing and communication processes, including events, client experience, case studies and media relations in country
• Coordinating activities with the head of communications to ensure alignment with corporate guidelines and brand positioning
• Supporting project close-out activity, including documentation, photos, videos and client experience requests.

Pre-construction and commercial support.

• Providing administrative support during tender and pre-construction phases, including NDAs, PQQs, tender documentation and GMP submissions, in coordination with the pre-construction team and bid leaders
• Supporting the preparation of commercial proposals
• Participating in tender kick-off meetings to support the development of commercial offers.

What we’re looking for

• Taking ownership of day-to-day office operations
• Managing office priorities with autonomy, care and accountability
• Coordinating vendors, suppliers and internal processes effectively
• Supporting organisational efficiency and workplace quality
• Working collaboratively across departments, including finance, communications and pre-construction
• Managing administrative and operational initiatives that support business continuity and improve the employee experience
• Staying organised, responsive and adaptable in a busy office environment
• Building positive working relationships with colleagues, suppliers and external stakeholders.

Qualifications and experience.

• Diploma or equivalent qualification
• Previous experience in office management, executive support or a similar administrative role
• Experience within the construction sector, ideally with a recognised general contractor, would be considered a strong advantage
• Highly operational, responsive and adaptable, with the ability to manage multiple priorities in a dynamic environment
• Strong organisational and problem-solving skills, with excellent attention to detail
• Excellent communication and interpersonal skills, with the ability to interact effectively with stakeholders at all levels
• Demonstrated resilience, motivation, determination and a proactive attitude
• Ability to work independently while maintaining a collaborative and team-oriented mindset
• Strong alignment with Agilité’s values, culture and delivery standards
• Proficiency in Microsoft Office applications and general office management tools
• Fluency in Italian and English.

Compensation and benefits.

• Salary range: €26,000 - €32,000
• Annual bonus
• Meal vouchers and sport allowance
• Quarterly team building event
• Annual ski trip and company social events
• Energetic and dynamic work environment
• Purpose-driven work with a focus on making a positive impact.

Please note: this role is primarily office-based to ensure effective coordination of office operations, support for the local team, and day-to-day interaction with employees, vendors and stakeholders. Regular remote working is therefore not envisaged for this position.