ADMIN & OPERATIONS COORDINATOR - L.68/99

Join our global team dedicated to innovation and initiative, where physical walls and different time zones don’t limit, but encourage, collaboration. Where all contributions and new ideas are explored with an open mind and work is driven by our shared values: be courageous, be accountable, be honest, be inclusive and elevate others. Job Description Summary Job Description THE ADMIN & OPERATIONS COORDINATOR ROLE The Admin & Operations Coordinator will provide overall support to the Alira Health team and more specifically to the Director of Global Administration on various projects. They will report directly to the line manager for specific projects within their respective areas, while maintaining general oversight from the Director of Global Administration. ESSENTIAL JOB FUNCTIONS The role of Admin & Operations Coordinator requires close collaboration with other departments and line managers to ensure the proper execution of company activities. Below are the main functions of the role.

• Project Data Collection and Update in PSA

o New Client Creation o Project Creation o Tasks Creation o Project Plan Templates management

• Contracts Signature Monitoring

o Make sure the projects have the contracts signed o Inform the right stakeholders about a contract signature o Alert Project Managers in case contract related issues arise o Liaise with Customer Support Team to ensure contracts are signed o Deliver KPIs for singed contracts vs “work at risk”

• Data Quality Management

o Regular check the Data Quality reports to make sure the data is correctly entered in the systems o Corrects the missing or incorrect data o Does regular follow-ups with Project Managers/Team members for any data related issues o Liaise with Accounting to address any issue that would prevent seamless integration into the Financial ERP

• Operational Reporting Review & Consolidation

o Project Status & Health o Workloads o Resource Allocation o Resource Planning o Invoicing Follow-up

• Documentation & Training

o Define and document procedures according with agreed methodology o Advise and assists project team members in the application of project procedures, disciplines and recording and reporting standards

• Other projects such as

o Deployment of the AH global phone fleet o Migration of the contractor population to the HRIS system o Helpdesk improvement project

• Global Administration Projects

In this role, The Admin & Operations Coordinator works closely with the Global Director of Administration to achieve company objectives and oversee specific projects. The main functions may include: o Facility Management:

• Oversee facilities, office management services, and vendor relationships, providing support to local FM teams.
• Support the implementation and maintenance of the Global Facility Management Plan, including monitoring the effectiveness of security measures and processes.
• Collaborate with local teams to ensure consistent application of procedures and regulations, contributing to risk identification and management.

o Insurance:

• Support the management of the global insurance plan, including collaboration with brokers and assistance with renewal processes.
• Develop necessary reports on an ongoing basis.

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

• High school diploma or equivalent.
• Proficiency in English language.
• Previous experience as an administrative assistant or in a similar role.
• Proficiency in using Office software (Word, Excel, Power Point…).
• Organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and work independently.

Location: Italy (Remote) Languages Education Contract Type Regular