Workplace Specialist

Ubisoft’s 19,000 team members, working across more than 30 countries around the world, are bound by a common mission to enrich players’ lives with original and memorable gaming experiences. Their commitment and talent have brought to life many acclaimed franchises such as Assassin’s Creed, Far Cry, Watch Dogs, Just Dance, Rainbow Six, and many more to come. Ubisoft is an equal opportunity employer that believes diverse backgrounds and perspectives are key to creating worlds where both players and teams can thrive and express themselves. If you are excited about solving game-changing challenges, cutting edge technologies and pushing the boundaries of entertainment, we invite you to join our journey and help us create the unknown.

Ubisoft Milan is looking for a proactive and detail-oriented Workplace Specialist – protected category by law 68/99, who will become the point of contact for managing activities related to general services and the organization of the corporate life of our development team.

Role & responsibilities:

🏙️ Office coordination:

• Oversee that services and vendors related to the office are well organized (reception, cleaning, gardening, maintenance, insurance, etc)
• Manage procurement of office and break room supplies and equipment, and ensure that they are well-stocked
• Oversee the general organization and upkeep of the office, including meeting rooms, workspaces, and common areas
• Act as a point of contact for building management supporting the collaboration with the property

📋 Administration & Finance Support:

• Support the Finance team with administrative tasks, including employees’ expense reports review, ensuring full compliance with internal procedures
• Manage vendors’ accreditation process within our internal software, in alignment with company policy and timelines
• Plan and monitor operational costs related to general services, ensuring budget compliance

🎉 Event Organization

• Coordinate the operational organization of internal events such as parties and employee gifts purchase and distribution, to enhance workplace culture
• Manage the procurement of food services and catering, when needed
• Collaborate in the decision-making process for events organization: location, logistics, gathering registrations, etc.

💡 Additional responsibilities

• Support business travel arrangements, including flights, accommodation, and itineraries
• Take part in cross-functional projects and initiatives, contributing to continuous workplace improvement (green initiatives, etc)
• Manage the reporting in collaboration with HR and Finance teams (CSR, ISTAT, company questionnaires, procurements, travel)
• Assist with onboarding and offboarding logistics for new hires and leavers, in coordination with HR and IT (relocation, equipment, badges, etc)
• Support the correct application of all requirements provided by the Unified Text of Health, Safety, and Environment, for the regulatory compliance of the office, implementing any necessary corrective actions

• At least 2 years in a similar role in multinational companies
• Fluency in English and Italian, both written and verbal
• Excellent interpersonal and communication skills, with the ability to interact across all levels of the organization;
• Strong organizational and time-management skills, with the ability to handle multiple priorities
• Detail-oriented mindset
• Advanced computer skills, including MS Office Suite and other relevant business tools

We also require registration in the protected categories lists (Law 68/99). Applications without this requirement will not be taken into consideration.

Ubisoft is committed to creating an inclusive work environment that reflects the diversity of our player community. We value and celebrate the diversity of cultures, perspectives, skills, and experiences within our workforce. We strongly encourage people of different backgrounds, women, LGBTQ+ individuals, people with disabilities, members of ethnic minorities and other legally protected individuals to apply.

In order to consider your application, please submit your professional resume.

The position is based in Milan (Italy).

All your information will be kept confidential according to EEO guidelines.