Office Administrator - Larnaca Reference: OFFADM-LCA


Job Description

Simplex seeks to recruit an Office Administrator/Front Desk Manager for its new office in Larnaca.

Working in a bright and inspiring fast-paced work environment, the successful candidate will provide administrative support across the office, playing a vital role in the smooth running of the organization. As a Front Desk Manager, she will be the first point of contact for our company, ensuring visitors receive a heart-warming welcome along with professional and friendly service. The successful candidate will also be responsible to coordinate the office’s activities and streamline the company’s operations.

Key Duties / Responsibilities

  • Welcome and greet visitors to the firm’s premises
  • Manage reception area and look after visitors
  • Maintain office security by following relevant access procedures and controlling access (monitor logbook, issue visitor badges)
  • Maintain the company’s records/filing management system
  • Answering, screening and forwarding of incoming phone calls
  • Incoming and outgoing correspondence management
  • Organize meetings and appointments, keeping meeting minutes as and when required
  • Draft, format and print various documents, spreadsheets and presentations
  • Perform various clerical duties such as filing, photocopying, scanning, faxing, etc.
  • Tour potential serviced offices clients to the facility
  • Ensure timely and accurate customer service, referring clients to the appropriate person/department
  • Liaise with other staff as well as external contacts such as clients and suppliers, coordinating tasks and timelines, mainly related to project support, orders fulfillment, service delivery and payments
  • Perform basic HR administration tasks such as maintaining staff records, posting job vacancies, etc.
  • Undertake basic bookkeeping duties
  • Handle RMAs and warranty claims
  • Arrange travel and accommodation for staff and clients
  • Organize in-house and external events/conferences
  • Manage office supplies (stationery, food, beverages, etc.) and their replenishment
  • Perform other ad hoc duties as requested

Qualifications / Experience Required

  • University/college degree in Accounting, Business Administration, Secretarial Studies, Office Management or other relevant subject
  • Good knowledge of MS Office (Outlook, Word, Excel, PowerPoint)
  • Basic accounting/book-keeping knowledge
  • Good interpersonal and communicational skills in Greek and English, both verbal and writing; Russian will be considered an advantage
  • The below will be considered an advantage:
    • Prior work experience as a receptionist, front office manager or similar role
    • Knowledge and prior experience with SAP Business One ERP
    • Familiar with online banking systems, especially those of Bank of Cyprus and Hellenic Bank

Personal characteristics and other skills required

  • Excellent organizational/administrative and time-management skills
  • Ability to prioritize, multi-task and deliver under pressure without compromise on timelines, quality of work or service levels
  • Self-initiative, self-motivation and self-discipline, requiring little or no supervision
  • Proactive and customer-oriented approach
  • Able to deal with emergencies in a timely and effective manner
  • Pleasant and professional personality and appearance
  • Team spirit, enthusiastic and positive attitude
  • Discreet handling of confidential information
  • Diligence, dependability and commitment
  • Adaptability and ability to learn quickly

An attractive and competitive remuneration package will be offered to the successful candidate along with excellent prospects for growth in an expanding organization.

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