CASTELFALFI
is seeking a
Facilities Administration Assistant
Located between Pisa, Florence, and Siena, Castelfalfi is an estate surrounded by nature, where a medieval village meets contemporary luxury hospitality.
The Castelfalfi project is built around three interconnected pillars, fully integrated into the landscape and local culture: excellence in hospitality, organic farming, and real estate development. At the heart of everything is a genuine commitment to people, spaces, and the history of the place, making Castelfalfi a vibrant and welcoming community.
Certified as a Great Place to Work®, Castelfalfi demonstrates every day its dedication to employee well-being by fostering an environment where authenticity, excellence, and mutual care coexist in harmony.
If you would like to join our team, we are currently looking for a Facilities Administration Assistant.
The successful candidate will support the team in the administrative, documentation, and operational management of the department’s activities, contributing to the effective functioning of processes related to maintenance, properties, suppliers, contracts, and technical services. The role requires accuracy, strong organizational skills, and the ability to collaborate with a variety of internal and external stakeholders.
Main Duties and Responsibilities
- Manage administrative procedures related to purchase orders, including purchase requests (RDA), CAPEX requests, and associated documentation.
- Support the Facilities team with administrative activities related to procurement, maintenance, supplies, and operational interventions.
- Collaborate with the Purchasing Department to ensure the smooth progression of procurement processes.
- Manage communications with suppliers and external partners involved in maintenance activities and technical services.
- Monitor maintenance and landscaping contracts, ensuring proper updates, renewals, and approval workflows.
- Support the administrative management of contracts related to properties and technical services.
- Review and update the department’s technical and administrative documentation.
- Verify and register delivery notes and other documentation related to supplies and deliveries.
- Collaborate with the Finance and Administration team on accounts payable activities and recharges to property owners.
- Assist in the preparation of quotations for additional works and monitor the related activities.
- Manage documentation related to utilities and technical services, including gas, water, and utility consumption records.
- Coordinate the management of plant logbooks and the scheduling of mandatory inspections (F-Gas systems, heat pumps, boilers, etc.).
- Support the operational management of waste collection services in coordination with appointed suppliers.
- Prepare periodic reports, update databases, and monitor key departmental deadlines.
- Provide support in managing requests from property owners, Rentals, and other internal stakeholders.
Required Skills and Qualifications
- Previous experience in administrative, back-office, or operational support roles.
- Good understanding of administrative and documentation processes.
- Familiarity with purchase order management, contracts, and supplier administration.
- Excellent knowledge of Microsoft Office applications, particularly Excel and Outlook.
- Ability to monitor multiple activities and manage simultaneous deadlines effectively.
- Good command of the English language.
- Familiarity with management software and ticketing systems will be considered an advantage.
- Knowledge of AutoCAD is preferred but not essential.
- High level of accuracy and attention to detail.
- Strong organizational and planning skills.
- Reliability and discretion in handling confidential information.
- Excellent interpersonal and communication skills.
- Ability to work effectively in dynamic and fast-changing environments.
- Proactive approach to problem-solving.
Employment Conditions
- Full-time contract under the Italian Tourism Collective Bargaining Agreement (CCNL Turismo).
- Gross annual salary starting from €23,000.
Benefits and Perks
- Access to the company cafeteria, including on days off.
- Access to events reserved for Castelfalfi employees.
- Tailored training and development opportunities based on the needs of the role and team.
- Discounts on dining, wellness services, and sports activities within the resort and estate.
- Housing allowance solutions, where applicable, for employees relocating from outside the local area.
Equipment Provided
- Professional equipment appropriate to the requirements of the role.
Work Location
Castelfalfi (Florence, Italy)
Applicants must have the legal right to work in Italy.
This vacancy is open to candidates of all genders, in accordance with Legislative Decree 198/2006 and current equal opportunity regulations, as well as to individuals of all ages and nationalities, in compliance with applicable laws.
Applications should be sent to careers@castelfalfi.com, including authorization for the processing of personal data in accordance with Regulation (EU) 2016/679 (GDPR) and Legislative Decree 196/2003, as amended by Legislative Decree 101/2018.
