Administrative Professional

1 day ago

Athens, Attica, Greece beBeeOfficeManagement Full time

Job Description:

We are seeking a skilled Administrative Professional to join our team. In this role, you will be responsible for ensuring the smooth daily operation of our hub office and other regional offices.

Your primary responsibilities will include managing all administrative tasks in compliance with local legal requirements and internal company policies. You will also support and implement standardized processes to improve efficiency in office operations and administration.

In addition, you will handle the supply of office materials and services to maintain operational continuity, organize and manage communication flows, and ensure the functionality of meeting rooms, printers, and storage areas.

You will collaborate with IT to manage mobile phone providers, replacements, inventory, and proper disposal of equipment per policy. Furthermore, you will organize internal and external events and handle bookings as needed.

  • Manage car fleet operations (lease replacements, short-term rentals), act as key contact with leasing providers
  • Support workplace health and safety updates in coordination with the HR department
  • Provide administrative data for payroll processing (e.g., business trips, vacations, sick leave, maternity leave, toll expenses)
  • Maintain complete, secure, and confidential documentation for office-related activities
  • Keep a contract register (excluding employee contracts, which are handled by HR)
  • Provide inputs for monthly and yearly accruals, and track local fixed costs against the approved plan
  • Handle the full fixed asset cycle: receipt, tracking, inventory, disposal, and reporting
  • Maintain proper records and signed confirmations from users for all company equipment (e.g., laptops)
  • Create and manage Purchase Orders (POs) within assigned authorization levels and act as eBuy key user (where applicable)
  • Support the implementation of ARIBA by preparing data, assisting commercial teams, and training budget holders
  • Lead and support the rollout of the mobile expenses tool, including training and user support

Requirements:

To be successful in this role, you will need to have proven experience in office coordination, administration, or similar roles. You must possess strong organizational and multitasking skills, as well as a basic understanding of financial and payroll processes.

A good command of English and local language is essential, as is solid knowledge of MS Office tools, especially Excel and Outlook. Familiarity with ERP systems and procurement tools (eBuy, ARIBA) is a plus.

You must have excellent communication and interpersonal skills, as well as the ability to work independently and maintain confidentiality. Attention to detail and compliance with internal and legal standards are also essential.

Benefits:

This role offers a competitive compensation package and career development and growth opportunities.

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