Logistics & Administrative Support

Logistics & Administrative Support –  Jointing & Land Operations

AVENTA is currently seeking an Administrative Support specialist/ Team Assistant on behalf of a leading global player in the Offshore and Marine energy industry. Based in  Milan , this role is pivotal in coordinating the global movement of technical personnel and ensuring all operational missions are executed seamlessly.
The successful candidate will be responsible for the end-to-end personnel mobilization process, ensuring that all international deployments strictly adhere to safety regulations, visa requirements, and corporate travel policies.

Key Responsibilities:

Compliance & Certification Monitoring :
Rigorous verification and tracking of mandatory technical and medical/HSE certifications. Managing and maintaining personnel medical documentation, ensuring completeness and compliance
Maintaining an updated database of personnel documentation, contract expiries, and work permits.
Expense & Administrative Oversight :
Processing travel expense reports, ensuring accurate cost allocation to specific projects in coordination with the finance department.
Administrative Management
Managing site attendance records and time sheets for installation personnel
Supporting continuous improvement by contributing to the development of simple tools, trackers and templates aimed at simplifying and standardizing administrative workflows
Travel & Mobilization Management :
Full coordination of international travel arrangements (flights, accommodation, and local transport) for On/offshore crews and site-based personnel in remote locations.
Supporting the management of work visas and related documentation for site and installation staff
Serving as the primary point of contact for personnel on assignment, managing real-time logistics adjustments, and resolving travel-related contingencies.

Candidate Profile
We are looking for a highly organized professional capable of managing multiple priorities under tight deadlines.

Experience:

Previous background in  administrative logistics, travel management —ideally within the Oil & Gas, Marine, or heavy industrial sectors.

Languages:

Full professional proficiency in  Italian and English  (written and spoken) is essential for daily interaction with international stakeholders and documentation.
Technical

Skills:

Advanced proficiency in  Microsoft Office  (Excel); experience with travel management software will be considered as a plus.

Soft Skills:

Exceptional  attention to detail , a proactive mindset, and the ability to navigate complex logistical challenges with calm and efficiency.
Employment Terms

Location:

Milan (Central area).
Work Model:
Hybrid (2–3 days per week in the office, with the remainder as home-working).

Contract:

12-month fixed-term contract, with a strong view toward renewal or permanent extension