Senior Office Coordinator

Let's start with the role

We are looking for a highly organized and proactive
Senior Office Coordinator
to join our team in Thessaloniki. In this key role, you will ensure the smooth day-to-day operation of our office while supporting employees, management, and visitors through a wide range of administrative, facilities, and hospitality services. You will play a vital part in maintaining a professional, efficient, and welcoming workplace environment that reflects our company culture and supports operational excellence.

As a Senior Office Coordinator, you will:

• Supervise the day-to-day delivery of
  soft services
  , including cleaning, reception, waste management, catering support, and general office services. Ensure compliance with service level agreements (SLAs), health and safety standards, and internal policies;
• Support the oversight of
  hard services
  in coordination with the Facilities Manager, including monitoring building systems and maintenance activities (e.g., HVAC, electrical, plumbing, fire safety, and access control). Assist with contractor coordination, work order tracking, and maintenance documentation;
• Manage office supplies, consumables, and equipment
  inventory
  , ensuring uninterrupted availability. Maintain accurate records, forecast demand, and coordinate with Finance on purchase orders, invoicing, and vendor documentation;
• Monitor and track
  facilities-related budgets
  across assigned areas, including soft and hard services, office supplies, mailroom operations, and transportation. Support forecasting, cost control, and identification of efficiency and cost-saving opportunities through periodic reporting;
• Oversee
  mailroom operations
  , ensuring efficient handling of internal and external mail, courier shipments, and deliveries. Coordinate with courier and logistics providers, track shipments, monitor service performance, and control mailroom-related costs;
• Coordinate all aspects of
  corporate travel
  , including flight bookings, accommodations, and ground transportation, ensuring compliance with company travel policies and budgetary guidelines. Liaise with travel agencies, hotels, and internal stakeholders; track travel expenses and support travel-related reporting;
• Support the planning and execution of
  company events, offsite meetings, and corporate functions
  . Manage end-to-end logistics, including venue selection, catering, transportation, materials, and scheduling. Collaborate with HR, Marketing, and Facilities teams to ensure seamless delivery while managing vendors in line with contractual and budget requirements;
• Manage
  office and corporate transportation services
  , including ad hoc transportation needs (e.g., taxis and car services). Maintain schedules, coordinate with service providers, track usage, and prepare reports to support cost control and service optimization;
• Provide administrative and operational support to the
  Facilities Manager
  and other departments as required, contributing to a safe, efficient, and well-maintained workplace environment.

What you'll bring:

• Bachelor's degree in Business Administration, Hospitality, Facilities Management, or a related field;
• 3–5 years of experience in office coordination, facilities management, hospitality, or administrative support roles;
• Excellent communication and interpersonal skills, with a customer service–oriented approach and a strong sense of ownership;
• Strong organizational, multitasking, and problem-solving abilities, with high attention to detail;
• Proficiency in MS Office Suite (Word, Excel, Outlook) and general office systems;
• Ability to efficiently manage multiple vendors, travel arrangements, and event logistics (considered an asset);
• Familiarity with transportation scheduling and corporate travel management (considered an asset);
• A team-oriented, proactive, and adaptable mindset, thriving in a dynamic environment.

Stoiximan Perks

• Competitive pay & bonus
  – rewarding performance
• Health & life insurance
  – for you & your family
• Monthly lunch allowance
  – plus in-house bistro
• Onboarding buddy
  – start strong
• Udemy access & learning
  – keep growing
• 360° peer feedback
  – real growth insights
• Wellbeing perks
  – gym, nutrition & more
• Shuttle service
  – easy commute to Athens HQ