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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