Temporary Office Administrator - Nicosia

• The Office Administrator plays a crucial role in ensuring the smooth operation of the office by managing administrative functions, maintaining office efficiency, and supporting internal teams.
• This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
• The Office Manager will also act as the Alternate Health & Safety Officer, supporting the implementation and maintenance of our health and safety practices.

• Oversee reception, ensuring professional telephone and mail communication both internally and externally.
• Manage office supplies, scheduling, and administrative activities to maintain an organized and efficient workspace.
• Oversee the maintenance of office equipment (e.g., copier, shredder) and coordinate with vendors for repairs and servicing.
• Managing access to the office, including visitors, suppliers, and contractors via office log-book.
• Develop, implement, and enforce office policies and procedures.
• Liaise with janitorial services and other external vendors for office-related needs.
• Assist with office layout planning, office moves, and IT infrastructure coordination.
• Negotiate and manage office-related purchases (supplies, furniture, equipment) while ensuring cost efficiency.
• Support day-to-day administrative tasks, including scanning, copying, and collection of mail etc
• Collaborate with HR and IT to ensure smooth employee experiences in the workplace.
• Contribute to employee engagement initiatives, wellness efforts, and team-building events.
• Support onboarding and offboarding from a facilities and equipment perspective.

• Organize catering, refreshments, and snacks for internal meetings and events.
• Coordinate company functions (office lunches, birthdays, holiday parties).
• Contribute to employee engagement initiatives, wellness efforts, and team-building events.
• Act as the liaison between the company and the travel agency, managing business travel arrangements.
• Assist with offsite event preparations when needed.

• Manage the office budget and coordinate invoice processing with the Finance team.
• Scan invoices and mail correspondence, forwarding them to the Finance Department.

• Oversee visitor, supplier, and contractor access through the office logbook.
• Handle ad hoc office administration tasks assigned by the Head of Region.

• Act as Alternate Health & Safety Officer, supporting the appointed H&S Officer in maintaining compliance with workplace health and safety regulations.
• Assist in conducting regular health and safety checks and risk assessments.
• Support in maintaining incident logs, first aid supplies, and emergency protocols.
• Participate in H&S training and ensure the office remains compliant with applicable laws and internal policies.

• Bachelor’s Degree preferred, or equivalent combination of education, training, and experience
• Excellent written and oral communication skills in both English and Greek
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Proactive, detail-oriented, and self-motivated with a problem-solving mindset.
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Abide by the HR Group policies and procedures as well as the Group’s policies and procedures including but not limited to compliance and database filings.
• Sign and comply with terms of the Compliance Manuals and Group Policies including but not limited to compliance reporting; database filing; Information, Communications & Cyber Security Policy; Expense & Travel Policy, etc.
• Attendance at company offsite event as requested
• Compliance with the Compliance Manual and other Policies and procedures
• Clear and professional written and verbal communication.
• Ability to build rapport with internal stakeholders and external vendors.
• Discretion, diplomacy, and tact in handling sensitive matters.
• Health & Safety Awareness
• Willingness to undertake relevant training to act as an effective alternate officer.
• Initiative & Accountability
• Self-starter with a proactive approach to anticipating needs.
• Strong sense of responsibility, ownership, and follow-through

StaffMatters Recruitment