Workplace Specialist - Law /

Job Description

Job Description
Ubisoft Milan is looking for a proactive and detail-oriented Workplace Specialist – protected category by law 68/99, who will become the point of contact for managing activities related to general services and the organization of the corporate life of our development team.
Role & responsibilities:
🏙️ Office coordination:
• Oversee that services and vendors related to the office are well organized (reception, cleaning, gardening, maintenance, insurance, etc)
• Manage procurement of office and break room supplies and equipment, and ensure that they are well-stocked
• Oversee the general organization and upkeep of the office, including meeting rooms, workspaces, and common areas
• Act as a point of contact for building management supporting the collaboration with the property
📋 Administration & Finance Support:
• Support the Finance team with administrative tasks, including employees' expense reports review, ensuring full compliance with internal procedures
• Manage vendors' accreditation process within our internal software, in alignment with company policy and timelines
• Plan and monitor operational costs related to general services, ensuring budget compliance
🎉 Event Organization
• Coordinate the operational organization of internal events such as parties and employee gifts purchase and distribution, to enhance workplace culture
• Manage the procurement of food services and catering, when needed
• Collaborate in the decision-making process for events organization: location, logistics, gathering registrations, etc.
💡 Additional responsibilities
• Support business travel arrangements, including flights, accommodation, and itineraries
• Take part in cross-functional projects and initiatives, contributing to continuous workplace improvement (green initiatives, etc)
• Manage the reporting in collaboration with HR and Finance teams (CSR, ISTAT, company questionnaires, procurements, travel)
• Assist with onboarding and offboarding logistics for new hires and leavers, in coordination with HR and IT (relocation, equipment, badges, etc)
• Support the correct application of all requirements provided by the Unified Text of Health, Safety, and Environment, for the regulatory compliance of the office, implementing any necessary corrective actions
Qualifications
• At least 2 years in a similar role in multinational companies
• Fluency in English and Italian, both written and verbal
• Excellent interpersonal and communication skills, with the ability to interact across all levels of the organization;
• Strong organizational and time-management skills, with the ability to handle multiple priorities
• Detail-oriented mindset
• Advanced computer skills, including MS Office Suite and other relevant business tools
We also require registration in the protected categories lists (Law 68/99). Applications without this requirement will not be taken into consideration.

Jobcode: Reference SBJ-9zw8m4-3-143-144-209-42 in your application.