Administration specialist - Fixed Term (Maternity Cover)
OPENLANE · Milan
Who we are
At OPENLANE, we make wholesale easy so our customers can be more successful. We're a technology company, building the world's most advanced - and simple - digital marketplace for used vehicles. We're a data company, helping customers buy and sell smarter with clear, actionable insights they can understand and use. And we're an innovative company accelerating the future of wholesale remarketing through curiosity, collaboration, and an entrepreneurial spirit. OPENLANE offers its customers the best digital marketplace for used cars in Europe. Our B2B clients enjoy operational excellence when working with us.
Our Values
- Driven Waybuilders: We pursue challenges that inspire us to build, create and innovate.
- Relentless Curiosity: We seek to understand and improve our customers' experience.
- Smart Risk-Taking: We transform risk into progress through data, experience, and intuition.
- Fearless Ownership: We deliver what we promise and learn along the way.
What are we looking for?
OPENLANE Europe is looking for a detail-oriented and proactive Administration Specialist to support our Italian operations in Milan, Italy. This position is offered as a maternity leave replacement contract, initially for 6 months. Depending on the return date of the employee being replaced, the contract may be renewed for up to 24 months. Furthermore, subject to business growth, organizational needs, and individual performance, there may be opportunities for a longer-term position within OPENLANE beyond the maternity cover assignment
As an Administration Specialist for Italy, you will be responsible for the smooth administrative handling of vehicle transactions, with a strong focus on ownership transfers, vehicle deregistration processes, and document management.
This role requires excellent organizational skills, attention to detail, and the ability to coordinate effectively with internal and external stakeholders. You'll work closely with agencies, suppliers, sellers, and international colleagues to ensure administrative processes are completed accurately and on time.
What will you do?
- Monitor the progress and completion of vehicle ownership transfers and deregistrations, ensuring all required documentation is received within agreed timelines.
- Coordinate with seller agencies and our own agencies regarding ownership transfers to final customers.
- Review and track the status of ownership transfer cases and assign the appropriate agencies to complete the process.
- Maintain regular contact with international colleagues regarding case progress, deadlines, and expected completion dates.
- Communicate with suppliers and sellers to ensure administrative processes are completed correctly and efficiently.
- Check the daily arrival of vehicle documents, verify their completeness, and accurately register them within internal systems.
- Prepare and coordinate the shipment of vehicle documents to international customers.
- Coordinate with our Hub regarding the shipment of vehicle documents and license plates to partner agencies.
- Follow up proactively on outstanding cases, delays, and missing documentation.
- Provide administrative support for additional vehicle transaction and document management activities as needed.
Requirements
Who are you?
- You are fluent in Italian and possess a professional level of English, both written and spoken.
- You have previous experience in an administrative, operational, or customer support role.
- You are proficient in Microsoft 365, particularly Excel, and are comfortable working with advanced Excel functionalities.
- You are highly organized and able to manage multiple tasks and deadlines simultaneously.
- You have excellent attention to detail and enjoy working accurately.
- You take ownership and proactively follow up on outstanding actions.
- You communicate confidently with different stakeholders and build effective working relationships.
- You are comfortable working in a dynamic environment where priorities can change.
- Experience with vehicle administration, ownership transfer processes, or automotive operations is considered a plus
Benefits
What's in it for you?
At OPENLANE Europe, pay is determined based on role impact, experience, skills and internal fairness.
In addition to the base salary, our package includes:
- Company bonus
- Comprehensive benefits package depending on the country of employment
- 22 days holiday
- Only roles that can be performed from an alternative work location are eligible for occasional remote work. In that case, working from home is allowed for up to a maximum of 1 day.
- Learning & development support
- Opportunity to work in a dynamic, international, and innovative environment
Are we the perfect match?
- Can you fulfill this vital function within our digital marketplace?
- Are you dedicated and able to communicate within a down-to-earth company where we highly believe in a can-do mentality?
Ready to take the next step in your career? Go for it and unlock your full potential!
Send us your CV in English and motivation letter and become part of the OPENLANE Europe team and contribute to a high performing culture. Please take note that the recruitment interviews will take place in English.
OPENLANE is an equal opportunity employer. We embrace and celebrate diversity and are committed to creating an inclusive environment for all employees.