Office Administrator

2 weeks ago

Glyfada, Attica, Greece IMEQ ASSESSMENT CENTER Full time €25,000 - €40,000 per year

We're growing and need an organized do-it-all who keeps our platform, processes, and people running smoothly. IMEQ Center provides psychometric assessments and mental-health services to the maritime sector (commercial shipping and cruise). We run a proprietary digital platform and operate under a certified Quality Management System.

Key Responsibilities:

Office & Executive Support:

Manage calendars, inboxes, meeting logistics, travel, and minutes for leadership.

Handle incoming calls, correspondence, and vendor coordination.

Platform Operations:

Be the primary admin for our proprietary platform: create/manage client accounts, roles, permissions, templates, and data hygiene.

Triage support tickets, coordinate resolutions with the tech team, and maintain SLAs.

Run UAT/feature checks, document release notes, and create quick user guides.

Prepare weekly operational and client usage reports (Excel/Google Sheets/BI).

Platform Testing weekly.

Client & Project Administration:

Platform Onboard new shipping/cruise clients

Coordinate with sales on proposals, NDAs, MSAs, and keep CRM records tidy.

Track deliverables, follow-ups, and renewals; keep stakeholders aligned.

ISO 9001 Quality & Compliance experience (Required):

Maintain the QMS: SOPs, forms, logs, controlled documents, versioning.

Plan/execute internal audits; manage non-conformities, CAPA, risk register.

Prepare for external audits; oversee training records and competence matrices.

Support GDPR readiness: records of processing, DPA filing, access controls (with our DPO/consultant).

Finance & Accounting Administration:

ssue invoices, track payments, and follow up on collections.

Maintain accurate client and vendor records for accounting purposes.

Collect, organize, and prepare accounting data for the external accountant.

Issue POs, collect vendor quotes, and reconcile with timesheets/reports.

Maintain supplier evaluations and contract archives.

Qualifications:

-Bachelor's degree in Business Administration, Management, Finance, or a related field

-Proven ISO 9001 experience in a services/tech or clinical setting (internal auditor certificate is a plus).

-3–5+ years in administrative/operations/office manager roles; juggling many streams at once is your normal.

-Experience in invoicing and handling accounting data.

-Excellent English & Greek written and spoken; crisp business writing.

-Super user of MS 365/Google Workspace, strong Excel skills (lookups, pivots), and familiarity with CRM/helpdesk tools.

-Process thinker with exceptional attention to detail, documentation discipline, and follow-through.

-Discretion with sensitive data (health, HR, client, and financial).

Nice to have: maritime industry exposure, ISO 27001 basics, Jira/Notion/HubSpot, basic bookkeeping knowledge.

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