Administrative Coordinator

Why You’ll Love Working at Cook At Cook, we believe in taking care of our people so they can take care of others. As a global, family-owned company that has been improving patients’ lives since 1963, we’re committed to doing business with integrity and making a positive impact in the communities where we live and work.

We’re guided by strong ethical standards and core values, and we believe the best ideas come from creating solutions together. Our company culture values every voice, brings together inclusive teams who collaborate well, and encourages learning and innovation. When you join Cook, you’re not just starting a job, you’re building a career with purpose, in a company that invests in you.

What You Can Expect At Cook These are some ways we support our people across Cook:

• Meaningful work & strong values:  Contribute to improving patient care globally in a company known for high ethical standards and integrity.
• Competitive rewards & security:  Competitive, performance-related compensation and benefits that support your health and financial wellbeing.
• Flexibility & time off:  Paid time off, holidays, and hybrid or remote work options for many jobs, where possible.
• Growth & development:  Learning opportunities, educational assistance, and development programs to help you grow your skills and career.
• Wellbeing & community:  Health and wellness initiatives, social activities, and community engagement that help you feel connected and supported.

Benefits and programs vary by country and job. Our recruiter s can provide more information about the specific benefits and programs available in your location.

Overview The Administrative Coordinator provides administrative and coordination support across compliance, HR administration, legal, and health and safety activities, helping to ensure the smooth day-to-day operation of these functions. The role supports compliance with Italian regulations and works closely with Sustainability initiatives to coordinate related administrative processes.

Acting as a key point of contact between local operations, Managing Directors, external advisors, and global departments, the Administrative Coordinator facilitates communication, coordinates administrative activities, and helps ensure that business processes are completed accurately, efficiently, and in line with company policies and local requirements. Regular attendance at the office is required in accordance with business needs.

Responsibilities General Affairs & HR Administration

• Support local employee benefits programmes in collaboration with HR, payroll provider and external benefit providers.
• Support HR function with the preparation and administration of employment documentation.
• Ensure compliance with Italian Health & Safety legislation by coordinating with external consultants, including the RSPP, Radiation Protection Expert, and Competent Doctor.
• Prepare employee accreditation and authorisation documentation required for access to hospitals and customer sites.
• Manage and monitor the company's Certified Email (PEC) mailbox, ensuring the timely processing and distribution of internal and external communications.

Legal & Compliance

• Support the implementation and ongoing maintenance of local governance and compliance frameworks in accordance with Italian legislation, including Legislative Decree 231/2001 and Anti-Bribery Law 190/2012, in collaboration with Legal and Ethics & Compliance teams.
• Coordinate and support activities relating to Supervisory Body (Organismo di Vigilanza) meetings, audits, and inspections, ensuring the timely preparation of required documentation.
• Monitor changes in relevant legislation, regulatory requirements, and industry best practices, keeping local leadership informed of potential business impacts.
• Partner with the Governance & Contracts team to support the preparation, review, and administration of local agency and distribution agreements.

Sustainability & Development

• Monitor developments in sustainability legislation, environmental regulations, and ESG best practices to ensure ongoing compliance and identify opportunities for improvement.
• Gather and analyse feedback from employees, customers, and industry associations to support the development of sustainability initiatives.
• Identify and recommend sustainability projects aligned with the United Nations Sustainable Development Goals (SDGs).
• Promote a culture of continuous improvement by supporting local sustainability programmes and cross-functional initiatives.

Fleet Management

• Manage the company vehicle fleet, including vehicle allocation, leasing contracts, renewals, and end-of-lease returns.
• Act as the primary point of contact with the leasing provider (Ayvens), negotiating terms and ensuring cost-effective fleet solutions.
• Monitor fleet performance, including vehicle utilisation, maintenance schedules, servicing, and insurance coverage.
• Ensure full compliance with local legislation, health and safety requirements, and company fleet policies.
• Prepare regular fleet reports and provide data-driven insights and recommendations to improve operational efficiency, optimise costs, and support informed decision-making.
• Collaborate with internal stakeholders and external suppliers to ensure the effective and seamless management of fleet operations.

Qualifications

• Bachelor’s degree in business administration, legal, or a related field.
• Strong knowledge of Italian tax, accounting, and employment legislation.
• Previous experience in HR administration and/or compliance roles within multinational environments.
• Excellent organizational, communication, and stakeholder management skills.
• Proven ability to collaborate effectively across cross-functional global teams and with external advisors.
• Proactive, detail-oriented mindset with a strong interest in sustainability, process improvement, and continuous learning.
• Fluent Italian with an excellent command of spoken and written English.