For a Property Management Company in Limassol we are looking for an Office Administrator with at least 5 years of experience as an office administrator.
Responsibilities:
Perform day-to-day office administration duties, assist with various admin projects and responsible for people coordination as part of a global team.
Maintaining property inventory and security and performing basic property bookkeeping including petty cash.
Helping, reporting and resolving any property problems.
Provide support for the management of the premises, including office supplies, maintenance of equipment, services and facilities, including all contracts related to premises management.
Work away from office on property management matters.
Provide support on the administrative and communication aspects of immobile and mobile properties, for the family and the offices worldwide and manage day-to-day affairs including bills, insurance, correspondence and mail outs.
Keep and update database of contacts.
Filing and scanning for various departments.
Manage and coordinate external staff and relationships including cleaners, property agents, travel agents, hotels, and other service providers.
Obtain quotations, corporate accounts and discounts.
Secure timetable and entry, supervise tradesmen, contractors, suppliers, and arrange for their payment from petty cash.
Work a Cisco Systems telephone.
Answering internal and external calls and diverting them to the appropriate individuals.
Taking detailed messages and passing them on to the team members.
Assisting in reception duties by rotation.
Welcoming guests and facilitating the visitors to the building, maintaining the visitor record.
Setting up conference and video calls, managing conference facilities, and conference room management.
Maintain regular communication with the administration team of all office locations.
Provide administration support to senior management and to other teams.
Consistent and efficient cooperation with the other departments such as HR, Accounting, IT, Legal (compliance).
Assisting in HR Administration (for holidays, calendar entries for meetings, conference call set up) when needed
Identifying and helping in recruitment of cleaners, housekeepers, gardeners and other service personnel in Cyprus and if need be internationally.
Arrange as required travel and accommodation for management, staff and visitors, and help prepare for office visits by international staff, clients, and executives.
Being aware of building facilities, location, security, and parking arrangements.
Assistance in preparation of marketing presentations, graphics and charts.
Support and participation in conferences and corporate events.
Maintain an office social calendar, organise regular outings and events for maintaining a fun, and supportive company culture and atmosphere.
Conducting market research of products, suppliers, competitors.
Maintaining document management system.
General household and office shopping and errands. Preparation of CEOs household for arrival, and looking after needs whilst away.
Manage and coordinate corporate and personal gift purchases and ordering flowers.
General housekeeping oversight.
General PA duties.
Travel as required to other office locations when needed.
Active involvement in ad-hoc projects.
Qualifications:
At least 5 years office administration experience or equivalent.
Degree in office administration or secretarial studies will be considered as an advantage
Languages include fluent English and French an advantage
Office administration / PA qualifications preferred or equivalent.
Strong computer literacy, including Microsoft Office Packages.
Project administration and good organisational skills.
Problem solving and teamwork skills, articulate and confident and able to work on own initiative.
Excellent written and spoken language and communication skills in English and Greek are mandatory.
Professional outlook and appearance
International studies prior working experience
Highly ethical, trustworthy, reliable, discreet individual
Dynamic, results oriented individual, operating with speed and accuracy.
Energetic, good communicator, positive attitude, career oriented
Enthusiastic team player.
Flexible and willing to take up new challenges and opportunities.
Ability to work on own initiative and be proactive
Organisational skills with attention to detail
Ability to meet deadlines
Working hours
The working hours are Monday to Friday between from 09.00 - 18.00 (one hour lunch break)
To apply:
Please send your CV to StaffMatters at admin@smstaffmatters.com and mention that you are applying for the vacancy of Office Administrator with reference number 387.
Or you can apply directly through your candidate login by hitting the APPLY button.