We are seeking a highly organized and detail-oriented Office Administrator to support the efficient operation of our office. This role will include a wide range of administrative duties, such as Excel transaction reporting, office supplier management, accommodation bookings, employee onboarding, and ensuring proper employee processes alongside the company accountant. The ideal candidate will possess excellent communication and multitasking skills, a strong proficiency in Microsoft Excel, and the ability to handle multiple responsibilities simultaneously.

Key Responsibilities:

• Prepare and maintain detailed Excel reports for monthly transactions, ensuring accuracy and timely submission for financial review.
• Maintain inventory and handle orders for office supplies, ensuring the office is always well-stocked and operational.
• Coordinate travel and accommodation arrangements for staff as required.
• Oversee the upkeep of office facilities, including coordinating with office cleaners and ensuring the office environment is comfortable and functional.
• Provide calendar management and scheduling support to the Office Manager, ensuring smooth daily office operations.
• Ensure smooth onboarding for new employees, including providing them with necessary documents and orientation, and collaborating with HR for processing.
• Maintain and update the company’s Human Resources database, ensuring employee records are accurate and up-to-date.
• Keep track of employee holidays, sick leave, and other absences, and ensure appropriate documentation is filed.
• Prepare and manage Excel reporting for monthly payroll, ensuring data is accurately compiled and ready for submission to the company accountant.
• Communicate with and negotiate terms with suppliers to secure the best prices and ensure prompt delivery of goods and services.
• Assist in posting job advertisements, managing applications, and scheduling interviews with potential candidates when required.
• Organize office events, meetings, and team-building activities, ensuring all logistics are covered.
• Provide ad-hoc administrative support to staff as needed to ensure smooth office functioning.

Qualifications:

• Proven experience in office administration or a similar role.
• Strong proficiency in Microsoft Excel and other Microsoft Office tools.
• Experience with HR databases and payroll support is a plus.
• Excellent organizational and time-management skills with the ability to multitask effectively.
• Strong verbal and written communication skills.
• Ability to work both independently and as part of a team.
• Detail-oriented, proactive, and able to handle confidential information with discretion.
• Previous experience in supplier negotiations and recruitment support is an advantage.

Preferred Skills:

• Fluency in English and Greek written and spoken
• Knowledge of HR administrative processes and regulations.
• Prior experience in managing office supplies, facilities, and accommodation bookings
• Experience in managing employee leave and absence systems.
• Nice to have: knowledge of Polish language

Additional Information:

• Full-time.
• Working hours - 10-19 
• Opportunity to work in a dynamic multilingual environment.
  
  CVs in English only please.