Office Coordinator

STUDIO VANGUARD has arrived in Athens
— building our team, curating our space, and setting the stage to redefine the essence of luxury living in Greece.

Founded by a Greek-Australian and American duo, STUDIO VANGUARD is a next-generation luxury residential developer dedicated to creating bespoke, high-end residences in Athens' most coveted locations. With over three decades of global travel and industry experience, we bring a fusion of international vision and local insight — driven by a shared passion for design, detail, community, and sustainability.

Our philosophy is rooted in the pursuit of the extraordinary. We collaborate with world-renowned interior designers, landscape architects, and global creative agencies to deliver ultra-luxury, fully turnkey residences that embody both timeless elegance and modern convenience. Each home is composed of rare materials, couture-level furnishings, and cutting-edge technology — offering a lifestyle of unmatched sophistication.

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ABOUT THE JOB

We are looking for a highly organized, proactive, and detail-oriented Office Coordinator to support both the professional and personal lives of the Company Directors. This is a hybrid role that combines office management, HR/IT coordination, and private personal assistant responsibilities.

The successful candidate will ensure the office runs smoothly, support the Directors in their personal affairs, and act as a trusted, solutions-driven right hand.

This is a role for someone who thrives in a dynamic environment, demonstrates initiative, and can juggle multiple priorities while upholding the highest standards of discretion, service, and professionalism.

WHAT YOU'LL BE RESPONSIBLE FOR:

Office & Operations Management

• Oversee day-to-day office administration and organization.
• Manage suppliers, office equipment, and facilities.
• Plan and organize company events.
• Manage the OPA BAR.

HR & IT Support

• Manage HR processes including onboarding, induction, and maintaining staff records.
• Coordinate recruitment, logistics, scheduling interviews, and preparing documentation.
• Act as the point of contact for external IT support providers.
• Liaise with vendors to identify and implement IT and office improvements.
• Possess a strong general understanding of IT systems to resolve or escalate issues effectively.

Personal & Lifestyle Support

• Arrange personal travel: flights, accommodation, itineraries, visas, transfers.
• Book restaurants, wellness appointments, entertainment, and cultural events.
• Manage personal property obligations such as council rates, utilities, and service providers.
• Supervise household service providers (cleaners, contractors, maintenance).
• Oversee online orders, deliveries, and returns.
• Collate, reconcile, and track expense receipts for both personal and business matters.
• Assist with personal errands, gifting, and ad-hoc requests.

Finance Support

• Reconcile invoices, payments, and reimbursements.
• Assist with expense reports and liaise with finance/accounting.
• Provide high-level administrative support to Directors across personal and business tasks.

Sample & Material Management

• Pick, pack, and package samples accurately, ensuring presentation meets brand standards.
• Coordinate with couriers (e.g., DHL, UPS, others) for clearance, dispatch, and tracking of samples.

Professional Standard

• Maintain strict confidentiality at all times.
• Represent the Directors professionally and courteously in all interactions.
• Be solutions-led, collaborative, and adaptable in fast-changing circumstances.

Ad-hoc tasks:

• Provide assistance to various departments as needed, adapting to dynamic business requirements.
• Participate in special projects and initiatives that contribute to the overall efficiency and success of the organization.

WHO WE ARE LOOKING FOR?

• Minimum 3 years' experience in administration, office management or related field
• Must be located in commutable distance to Glyfada, Athens
• Background in HR administration experience
• Confident working with external IT support
• Proven ability to manage day-to-day office operations
• High-level proficiency in Microsoft Office Suite
• Demonstrated ability to handle confidential information with integrity.
• Adept at coordinating meetings, events, and internal office activities.
• Proficient in handling document control, filing systems, and maintaining accurate records.
• Excellent written and verbal communication skills in both Greek and English
• Strong organizational and multitasking abilities, with a high attention to detail
• Self-motivated, independent, and solution-oriented with a collaborative attitude
• Positive, solutions-oriented mindset with a collaborative "can do" attitude.

WHY JOIN US?

• As part of our flagship office opening, you will establish and oversee our first Studio Vanguard office, setting business standards.
• Drive growth as we expand, playing a key role in launching and managing new property acquisitions.
• Be part of an international team.
• We believe in smart leadership, collaboration, and crafting exceptional career paths.
• A great benefits package is available for the right candidate.

Be part of something extraordinary from day one. With STUDIO VANGUARD now on the ground in Greece, you'll join a dynamic, ambitious team at the forefront of redefining luxury residential living. If you're ready to make an impact, grow with us, and help bring our vision to life, we want to hear from you.

Please send your CV in English to:

All applications will be treated in strictest confidentiality.