Office & Event Manager

Position: Office & Event Manager

Location: Milan, Italy (with coordination across all offices)

Reporting to: People & Culture Manager

Contract type: Full-time Contract - CCNL Terziario

Compensation: €35.000-€45.000

About Casavo

Casavo is an Italian proptech company operating in the residential real estate market. We leverage technology to simplify and expedite the process of buying and selling real estate. We currently operate 9 offices in Italy (real estate agencies) and 5 offices in France. As the business continues to grow, we expect the number of locations to increase in the near future. We are also currently scouting for a new office in Milan, which will serve as a key hub for our Italian operations.

We are looking for a proactive and highly organised Office Manager to join our team and take full ownership of our office operations across Italy and France, with the support of our People & Culture Manager. This is a hands-on role that requires someone with strong coordination skills, attention to detail, and the ability to manage multiple priorities simultaneously across a growing network of locations. The ideal candidate is a self-starter who thrives in a fast-paced environment, is comfortable working autonomously, and brings a structured and professional approach to every aspect of office management.

Key Responsibilities

1. Office Operations & Coordination

• Coordinate day-to-day operational and administrative activities across all Italian office locations (currently 9 retail agencies), and French offices (5 locations)

• Act as the central operational point of contact for all Italian agency locations, oversee office facilities, equipment, fixtures, and retail infrastructure across all sites, proactively addressing issues to minimise disruption to agency operations

• Manage relationships with office service providers, including maintenance, cleaning, IT support, general services, utilities, and vendor payments

• Coordinate between offices, departments, and business functions to ensure smooth daily operations

• Support the design and implementation of internal operational procedures and office management policies

• Lead the operational setup of new agency locations as the network expands, including fit-out coordination, supplier onboarding, IT setup, and compliance checks — with immediate focus on the search and launch of the new Milan headquarters

2. Office Budget Management

• Support the P&C Manager on the office management budget across all Italian and French locations

• Track and monitor office-related expenditure, ensuring spend stays within approved budget

• Participate with the P&C Manager to the monthly budget reports, highlighting variances and cost-saving opportunities

• Support the P&C Manager on the supplier contracts management and negotiation terms

• Process invoices, expense notes, and reimbursements related to office operations

• Support the annual office budget planning process in collaboration with Finance and the P&C Manager

3. Corporate Insurance Management

• Oversee the company's corporate insurance portfolio, including office and property coverage, general liability, and any other business-related policies

• Liaise with insurance brokers and providers to ensure adequate and up-to-date coverage across all office locations

• Monitor policy renewals, terms, and compliance requirements

4. Workplace Safety & Compliance

• Ensure compliance with Italian workplace safety regulations (D.Lgs. 81/2008): maintain the DVR, liaise with RSPP and “Medico Competente”, and organise mandatory training across all Italian offices

• Ensure compliance with French workplace safety regulations (Code du Travail / SSCT): maintain the DUERP, coordinate with the “Service de Santé au Travail”, and manage safety obligations across all French offices

• Maintain a unified compliance tracker covering all 14 locations, monitoring training renewals, documentation deadlines, and regulatory updates in both countries and act as the operational interface between management and external safety and compliance providers

5. Travel Management

• Plan and coordinate business travel and corporate trips for the management team, including flights, accommodation, and ground transportation

• Track travel expenses and prepare quarterly reports

• Manage relationships with travel providers and ensure cost-effectiveness

6. Events & People Engagement

• Plan and manage corporate events, including company-wide meetings, off-sites, and leadership retreats

• Coordinate broker and partner events, venue sourcing, and supplier relationships

• Support people engagement initiatives, fostering a positive and connected workplace culture across all locations

• Contribute to community building activities — both internal (cross-team initiatives, celebrations, recognition moments) and external (brokers community)

• Collaborate with P&C Manager and management to support the employee experience and office culture across the network

7. Administrative & Document Management

• Manage and monitor official corporate communications (PEC)

• Coordinate the filing and archiving of administrative and corporate documentation with the Legal Team

• Oversight signing processes

Requirements

Experience & Skills

• 5+ years of experience in an Office Manager or similar operational role, ideally within a fast-growing or multi-site company

• Proven experience managing office budgets and vendor relationships

• Proven experience in event organisation

• Strong organisational and multitasking skills, with the ability to manage multiple locations simultaneously

• Excellent communication skills in Italian and English (French is a plus)

• High level of autonomy and problem-solving attitude

Nice to Have

• Knowledge of retail space management

• Familiarity with corporate insurance policies and workplace safety regulations in Italy and France

• Experience supporting the setup of new office locations