Coordination Lead and Office Manager (gn)

Job Type: Permanent Build a brilliant future with Hiscox Coordination Lead and Office Manager – Hiscox Italy (gn) Reports to: Managing Director – Italy Location: Milan, Italy Experience: Typically, 2–5 years of experience in organisational or coordination roles, ideally gained within the insurance or financial services sector, or in a consultancy firm serving these sectors Qualification: Degree in Business Administration, Economics, Law or a related discipline (preferred) HISCOX - Role Purpose Hiscox SA is a Luxembourg-based non-life insurance company expanding its presence in Italy through a newly opened Italian branch. We are looking for a Coordination Lead/Office Manager to oversee and coordinate the operational activities of the Italian branch, ensuring the effective day-to-day running of the business in support of the Managing Director and the wider team. This is a hands-on, operationally focused role for an organised and proactive professional who takes ownership of the business’s day-to-day operations. The role holder will act as the key point of reference for the operational functioning of the Italian branch, presiding over intermediary administration, corporate and regulatory administrative matters, supplier and HR-related processes, and general business coordination, working closely with the Managing Director, local colleagues and international group stakeholders. The Coordination Lead/Office Manager will play a central role in presiding over the operational activities of the Italian branch, ensuring that processes run smoothly, that documentation and registers are kept accurate and up to date, and that the business is effectively and reliably supported across a wide range of operational, administrative and coordination matters. Key Responsibilities Own and oversee the day-to-day operational activities of the Italian branch, acting as the central point of reference for operational, administrative and coordination matters across multiple functions and stakeholders, in support of the Managing Director and the wider business. Intermediary Administration Management: Manage and maintain intermediary mandates and collaboration agreements, letters and related documentation. Coordinate mandatory training requirements for intermediaries and monitor completion. Monitor intermediary performance and maintain related reporting. Manage Product Oversight and Governance (POG) documentation and maintain the related document repository. Manage administrative aspects of TPA (Third Party Administrator) claims handling. Manage procedures, service orders and external communications related to intermediaries. Provide oversight of intermediary segregated client funds. Manage complaints handling administration and PEC (certified email) correspondence. Business Operations and Corporate Coordination: Act as the administrative point of contact for accountants, legal advisers, notaries, public bodies and industry associations (e.g. ANIA). Oversee the management, control and updating of the company website. Manage external contractors and service providers. Oversee risk mapping activities and coordinate the appointment and training of the RSPP (workplace safety officer). Coordinate forecasting, planning and results reporting activities. Provide operational and problem-solving support across technical, administrative and commercial matters. Contribute to and support customer experience initiatives. Manage supplier scouting, negotiation, relationship management and cost control. Support HR-related administrative processes. Manage document scheduling, filing and archiving. Coordinate change management initiatives and related administrative topics. Act as the administrative point of reference for interactions with the regulator (IVASS) and ANIA. Key Skills and Experience Typically, 2–5 years of experience in organisational or coordination roles, or in a consultancy firm serving the finance/insurance sector. Flexible and dynamic approach, comfortable adapting to changing priorities. Highly organised, with strong attention to detail. Experience in project and budget management. Accustomed to working to tight deadlines under pressure, while maintaining the highest level of trust and integrity. Excellent communicator and team player. Strong customer and supplier relationship management skills. Strong stakeholder management skills, with the ability to work effectively with local management, central functions and external advisers. Ability to interact effectively with colleagues across the group in an international context. Proactive and hands-on, with the ability to work with a high degree of autonomy. Excellent knowledge of English, written and verbal. Opportunity This role offers the opportunity to join Hiscox SA at an important stage of its expansion into Italy. The successful candidate will play a central role in presiding over the operational activities of the Italian branch, supporting the Managing Director and the Italian team, and helping to build efficient processes as the business continues to grow. Salary Range: 40-50K EUR annual base salary #LI-DS1 Work with amazing people and be part of a unique culture