Temporary Office Administrator   (VAC-J3674)

Our client is a global financial services group of companies with offices in a number of locations globally. Their Nicosia office that was established in 1998 provides back office and IT services to the regulated companies of the group and currently employs over 200 staff in their offices in Nicosia. They are currently looking to recruit a Temporary Office Administrator for a 6-month contract for their offices in Nicosia. 

Job Summary:
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.

Responsibilities: 

Office Operations & Facilities Management:
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.

Event & Travel Coordination:
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.

Financial & Invoice Management:
Manage the office budget and coordinate invoice processing with the Finance team.
Scan invoices and mail correspondence, forwarding them to the Finance Department.

Office Access & Compliance:
Oversee visitor, supplier, and contractor access through the office logbook.
Handle ad hoc office administration tasks assigned by the Head of Region.

Health & Safety (Alternate Officer):
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.

Requirements: 
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

TO APPLY for this job opportunity, send your CV (in English please) to [email protected] and include the reference:  Temporary Office Administrator - VAC-J3674. We look forward to hearing from you!