Our client, a Group of Companies in Limassol, is looking for an Administrative Assistant.
Responsibilities:
- Administrative & Office Support:
- Provide daily administrative support to the Operations Manager, HR Coordinator, and management team.
- Schedule and coordinate meetings, appointments, conferences, and travel arrangements.
- Maintain and update the shared calendar.
- Manage filing systems (electronic and hard copy) ensuring accuracy, confidentiality, and easy retrieval. • Serve as the first point of contact for general administrative inquiries.
- Prepare, format, and distribute internal announcements, memos, and communications.
- Order and maintain office supplies, refreshments, and cleaning materials.
- Manage post office–related tasks including collection, sorting, and distribution of mail.
- HR & Employee Support:
- Assist with routine, ad hoc, and pre employment medical assessments in accordance with FTW procedures.
- Support the HR Coordinator with health insurance enrolments, employee claim forms, and termination of insurance for departing personnel.
- Coordinate and organize employee social activities, events, and monthly CSR initiatives.
- Assist with onboarding tasks and provide administrative support for new hires.
- Logistics & Compliance:
- Issue and manage port passes for employees and visitors, ensuring accurate record keeping.
- Raise Issue Notes / Work Sheets as required.
- Monitor and evaluate third party service providers, reporting any non compliance or performance concerns.
- Maintain IT equipment inventory and support basic IT related needs in coordination with the IT department.
- Manage daily visitors’ access and ensure compliance with site security procedures.
- Exercise Stop Work Authority (STOP THE JOB) if any action poses a risk to life, machinery, or company assets.
- General Operational Support:
- Coordinate with internal departments, contractors, clients, and third parties as needed.
- Support the management team with presentations, reports, and documentation.
- Perform additional tasks assigned by the Operations Manager or HR Coordinator.
Requirements:
- High School Diploma or equivalent (post secondary education is an advantage).
- Minimum 1 year of experience in a similar administrative or office support role.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Ability to quickly learn and adapt to new software, systems, and digital tools.
- Clean criminal record.
- Experience in administrative support within logistics, operations, or corporate environments (preferred). Familiarity with document control, record keeping, and office management practices.
- Experience coordinating meetings, travel, and schedules.
- Basic understanding of HR processes and employee support functions (an advantage).
- Experience interacting with external service providers and monitoring service quality.
- Excellent verbal and written communication skills in both Greek and English.
- Strong organizational and time management skills.
- Ability to multitask and prioritize effectively under minimal supervision.
- Strong reporting, documentation, and presentation skills.
- High attention to detail and accuracy.
- Proficiency in handling confidential information with discretion. Problem solving skills and the ability to work proactively.
- Reliable, trustworthy, and committed to ethical standards.
- Professional, approachable, and service oriented demeanor.
- Team player with strong interpersonal skills.
- Adaptable and able to work in a fast paced environment
Working Hours:
The working hours are 07:00-16:00 Monday – Friday.
To apply:
Please send your CV to StaffMatters at admin@smstaffmatters.com and mention that you are applying for the vacancy of Administrative Assistant with reference number 4276.
Or you can apply directly through your candidate login by hitting the APPLY button.
