Workplace & Office admin

About The Job
At Epignosis, we build workplace learning software that enables more than 70,000 teams worldwide to offer training to millions of people. Our portfolio of tools can be used by organizations of any size and includes TalentLMS - a zero-overhead cloud LMS, eFront - an enterprise LMS, TalentCards - a mobile app for training the deskless workforce, and TalentHR - a lightweight HRIS to manage people ops. We are competing with the world's top eLearning solutions and we aim at becoming world's #1.

We're on a mission to democratize training by developing simple, accessible, and affordable software. We count companies as customers and with more than 11 million users logging in to use our platforms, we are a much-loved global leader in learning tech. At home, we are quickly becoming one of the largest SaaS company to come out of Greece.

As a Workplace & Office Admin, you will help ensure smooth daily operations at Epignosis HQ and maintain a well-organized, welcoming office environment. You will support employees across teams, assist with onboarding and office logistics, and coordinate supplies, events, and vendors. Working closely with the VP of Operational Excellence & Compliance and the HR team, you will contribute to a positive and efficient workplace experience.

So, if starting your career at a fast-growing software company excites you, we would really like to meet you

Responsibilities:
As a Workplace & Office Admin, you will be:

• Managing and coordinating regular orders for office and food supplies (e.g., supermarket purchases, coffee, snacks) to ensure consistent stock levels.
• Maintaining and updating expense-related spreadsheets (e.g., travel expenses, book requests) and supporting the preparation and verification of expense forms.
• Assisting in the onboarding process for new employees, including swag preparation, access card creation, and coordinating equipment shipments for remote hires.
• Organizing and supporting travel arrangements for employees.
• Planning, coordinating, and providing on-site support for office events, celebrations, and team-building activities.
• Overseeing equipment shipments for new hires and managing the return process for departing remote employees.
• Collaborating closely with managers to ensure smooth daily operations and effective support across office and team needs.
• Performing accurate data entry and maintaining physical archiving systems.
• Managing digital signage updates and handling relevant contract documentation.
• Handling incoming and outgoing mail and performing reception duties, including greeting and assisting visitors.
• Assisting with the preparation of in-house workshops and events, including scheduling, logistics, and materials (e.g., swag).
• Supporting ad hoc projects and tasks assigned by the VP of Operations, Workplace Ops Manager, and the HR team

Requirements
To be successful in this role as an Workplace & Office Admin, you should have:

• Bachelor's degree or higher
• Fluency in English
• Experience working in an office or workplace operations environment; comfortable using modern tools and technology
• Prior experience in administrative or customer-facing roles
• Excellent communication skills and a positive, professional demeanor
• Strong organizational skills, with the ability to prioritize, multitask, and manage time effectively
• Collaborative mindset and genuine commitment to delivering high-quality work and supporting a positive employee experience

Benefits
The most important thing we offer is a safe and healthy professional environment, giving you the opportunity to work on products that positively impact millions globally. Become part of Epignosis, a diverse group of smart, fun, and GIF-loving professionals in offices worldwide, including the U.S., the U.K., Greece, and Cyprus Our employees enjoy benefits that enhance productivity and contribute to their professional development. Apart from that, we also offer:

• Competitive compensation packages - because great work deserves great rewards
• Inclusive parental benefits - support for every kind of family, no matter your path to parenthood
• Private health insurance plan - your well-being matters to us, on and off the clock
• Participation in our stock options plan - share in our growth and success
• Meal allowance - fuel your day, your way
• Complimentary meals at the office - think daily breakfast spreads and lunch catered. Yes, we're serious
• Commuting benefits - choose what works for you: an OASA transport card or a parking space
• Access to a nutritionist - personalized support to help you feel your best
• Foreign language lessons - learn, grow, and expand your horizons
• Access to our in-house blood bank - giving back is in our blood (literally)
• Professional development initiatives - we're not just creating LMSs for others, we're learners ourselves